BUSINESS CORRESPONDENCE

“RECOVERY LETTER”

2ND GROUP
MELLIZA LATENG 1601404004
NOVA BACTIAR 1601404039
PUPUT APRIANI 1601404118
RISKA ABD 1601404013
SAHARA 1601404010

ENGLISH EDUCATION STUDY PROGRAM

FACULTY OF TEACHER TRAINING AND EDUCATION
COKROAMINOTO PALOPO UNIVERSITY
2019
 RECOVERY LETTER

A. Definition of Recovery Letter

The letter written by the seller or the company for collection of money for the
services or the goods supplied to the buyer is called recovery letter. Recovery
letter also known as payment reminder letter is not only used for employees but
also customers or people who deliver goods to the company.
The aim of recovery letter is to collect money without annoying the customers.
The letter should include information regarding the amount of arrears argument
for payment, and last date for payment. The language of recovery letter should be
polite, so that the customer is not offended and future transactions with him/her
are not adversely affected.

B. Format of Recovery Letter

A quick checklist of composing this letter
a. The company’s name and address
b. The recipient’s name and address
c. The date the letter is being written
d. Reference of the letter. Include the account number
e. State the amount owed
f. Indicate that the payment has not yet been received
g. Give payment methods available
h. Avail yourself to the receiver in case he/she would want to contact you for
any questions and clarifications.
i. Thank him and apologize for any inconvenience caused.
j. Sign with the senders’ name

C. Things to include in recovery letter

1. Your personal basic information
Introduce yourself by your name and job tittle. State the company’s full
name and the address too. This will help the customer to know exactly where the
letter is coming from in case they had forgotten about it all. Make sure to include
the date which the letter is written for purposes of record keeping.
 2. Basic information of the recipient of the letter
Include the recipients’ official names and physical address, as well as the
contact details, so as to ensure the recipient of the letter is the person it was
intended to. Be as accurate as possible to avoid future dismissal of the letter. It is
very important to address the letter to the right address so the person is made
aware of the late payment.

3. The writing tone

If it is a first reminder, be as polite and friendly as possible, but
professional. Do not assume an intentional nonpayment, imagine that they just
forgot or are having complications with bank transfers. The letter is a reminder, do
not make any accusations.

4. The first paragraph

Get straight to the point by telling the receiver of the late payment. Remind
them exactly what it is they have not paid for, and the amount. State the date the
payment was due.

5. Attach bills and enter bill details

Just under the first paragraph, attach all the bills owed and explain the
details of that bill. This will help the customer to understand more about the
payment.

6. The second paragraph

This is where you explain how important it is for the company that the
receiver pays the money. If it’s a second or third reminder, be strictly professional
but assertive, stating how urgent the matter is, and if it’s a final reminder, refer to
the previous letters and the date which they were written, asking for payment. Tell
the customer of the consequences should they fail to make the payment. Be as
clear as you can of these consequences so the customer is fully aware of what is to
come.
 7. The closing statement
This is the last paragraph where you state again why it is important for the
customer to pay what he or she owes the company. Remain professional and go
ahead and even apologize for any inconveniences caused. The most important part
here is your official name and signature to make the letter official and therefore
should be taken seriously.

D. Example of the Recovery Letter