Tap into proper email writing skills and etiquette to manage vendor expectations properly and reply professionally to vendors requesting payment. Here is a template to help you respond professionally to vendors requesting payment via email
Sample 1: Replying Professionally To Vendors Requesting Payment
Here is a template to help you respond professionally to vendors requesting payment via email.
Suggested Subject: Payment Request
Dear Mr. Potter,
Further to your email requesting payment for the supply of branded mugs to Miley & Co.
Kindly recall that 5 of the mugs delivered was damaged. Also, recall that our vendor policy, which was given to you on engagement, states that delivery must be complete and in good condition for payment to be processed.
In light of these, delivery of the five great mugs is required for payment to be processed and released. Once delivery of the mugs is made, payment can be expected within 2 to 3 days.
Please do not hesitate to contact me for any additional information. We look forward to your prompt response and the conclusion of this process.
Regards,
Ashley
Vendor Management
Miley & Co.
Sample 2: Vendors Requesting Payment
This email requests payment of an outstanding invoice for services or products provided. The writer politely reminds the recipient of the due date and kindly asks for prompt payment to continue a positive business relationship.
Suggested Subject: Request for Payment of Outstanding Invoice
Dear [Accounts Payable Manager],
I am writing to request payment of our outstanding invoice for [service/product] provided on [date]. As per our agreement, the payment was due on [due date], and we have not received it yet.
We value our business relationship and hope to continue doing business with you in the future. We kindly request that you prioritize this payment to avoid any delays in future business transactions.
Thank you for your prompt attention to this matter.
Sincerely,
[Your Name]
Sample 3: Vendors Requesting Payment
This email is a follow-up on the payment request, which the writer has yet to receive. The writer requests an update on the payment status to facilitate future business transactions.
Suggested Subject: Follow-up on Payment Request
Dear [Accounts Payable Manager],
I am writing to follow up on our request for payment of our outstanding invoice for [service/product] provided on [date]. As per our agreement, the payment was due on [due date], and we have not received it yet.
We understand that delays can happen, and we kindly request that you provide us with an update on the status of the payment. We value our business relationship and hope to continue doing business with you in the future.
Thank you for your attention to this matter.
Best regards,
[Your Name]
Sample 4: Vendors Requesting Payment
This email is an urgent request for the expedited payment of an outstanding invoice. The writer requests the recipient’s assistance to prioritize the payment and help ease the strain on the writer’s cash flow.
Suggested Subject: Request for Expedited Payment
Dear [Accounts Payable Manager],
I am writing to request that you expedite the payment of our outstanding invoice for [service/product] provided on [date]. As per our agreement, the payment was due on [due date], and we have not received it yet.
We understand that you may have many outstanding invoices, but we kindly request that you prioritize this payment as it is causing a strain on our cash flow. We value our business relationship and hope to continue doing business with you in the future.
Thank you for your understanding and cooperation.
Sincerely,
[Your Name]
Sample 5: Vendors Requesting Payment
This email is a notification to the recipient that the outstanding invoice for services or products provided is now past due. The writer informs the recipient of the late payment fee and requests prompt payment to avoid any further charges.
Suggested Subject: Notification of Late Payment Fee
Dear [Accounts Payable Manager],
I am writing to inform you that our outstanding invoice for [service/product] provided on [date] is now past due. As per our agreement, a late payment fee of [amount] will be added to the outstanding balance.
We kindly request that you prioritize this payment to avoid any further charges. We value our business relationship and hope to continue doing business with you in the future.
Thank you for your attention to this matter.
Best regards,
[Your Name]