Warn a Customer of Credit Suspension

 More than often we see various situations in which a customer gets behind on his/her payment, and this usually leads to the service provider facing inconvenience. Most companies in the marketplace have a very strict rule of intolerance related to delay in payments, and generally, the customer delaying the payments has the service removed and the credit suspended. This incentive is taken to make the customer realize his/her mistake and pay the pending bills. Before the step is taken, the customer is notified by the company to clear up the situation, failing which the service will be taken back. This notification is usually sent in the form of a warning letter to inform suspension of services due to nonpayment.


A warning letter is an official letter sent by a service provider to warn a customer/client about the pending bills/credit and remind him to make the payments. In the case where this letter is not paid heed to, the company/corporation takes action and discontinues the service being provided.


Warn A Customer Of Credit Suspension Writing Tips:

    You should keep your tone calm and courteous while writing a warning letter to your client. Inform the reader that you are suspending his/her credit card or penalizing his/her account.
    Clarify to the customer that you don’t want to take such action. Mention the reason. Keep it brief and precise.
    Start with a positive statement. Start with a positive declaration. Let the reader know that you valued his/her business. Also, mention that you want to keep doing business with him/her.
    End on a positive note. Offer your help. Express your confidence in the reader’s willingness to resolve the issue.


Warn A Customer Of Credit Suspension Template

Use our free Warn a Customer of Credit Suspension to help you get started.

From,

_____________

_____________

_____________ ( your address)

To,

_____________

_____________

_____________ ( address of the person the letter is addressed to)

Date: _________________ ( Date of which letter is written)

Dear_________ (name of the employee),

This letter is to inform you that your account with our bank has been suspended. You have been very irregular in paying the loan installments and for the past …….. months we have not received any payment.

Please call our office at the earliest so that we discuss the repayment of the pending loan.

Best Regards,

____________ (name of the signing authority)

_______________ (signature of the signing authority)
Sample Letter
Here is a sample letter which can be cited as an example while writing the same.

From,

_____________

_____________

_____________ ( your address)

To,

_____________

_____________

_____________ ( address of the person the letter is addressed to)

Date: _________________ ( Date of which letter is written)

Dear Mr.Prasad,

We want to inform you that your account has been canceled temporarily as you have delayed your payments. You have been very late in paying installments to the company during the last three months. We reviewed your file and understood that you were irregular in paying right from the beginning. Our officers tried to contact you, but you were not available all the times. As per the agreement we now cancel your account, and we assume that you are passing through a financial crisis and would like to sort out the things between us.

It is better if you can contact us through the customer care so that we can discuss the various modes of payment. As of now, your account is canceled. We consider all our customers as important and want to restore our relationship. Hope you come out of your troubled times soon. We want to resolve the issue at the earliest and look forward to hearing from you.

Yours sincerely,

Mahesh Raj



Email Format

Here is the email format of the sample letter which can be used as an example while writing the same.

From: name@email.com
To: name@email.com

Subject: Cancellation of account due to delayed payments.
Dear name,

This is to notify you that your account has been temporarily canceled because of your delay in payments. You payments for April may, and June has been consistently late, and from last two months you have not made the amount, we reviewed your file for last year and found that you were very irregular in payments. We continually tried contacting you, but you have never responded to our calls. As per the contract, we are canceling your account and assume that you are going through financial crisis and would like to sort things with us.

We request you to call our customer service center so that we can discuss different ways of payment so that you can be back on track, but for now, your account is canceled. Your business is vital to us, and we hope that you are out from this difficult time soon. We appreciate the association with you and look forward to solving the crisis as well as continue the relationship.

Sincerely,

Your name.