Week 4 Replying to Reminder Letters & Collection Letters When you receive a reminder letter or a collection letter, you must reply quickly. Your reply letter should explain the situation. Remember that your business’ reputation is very important. Before write the letter, make sure you have all the information about the problem. If necessary, contact other people in your company. Ask them if they have anything to add. Check that all of the invoice numbers, amounts, and dates are correct before you send the letter.

Week 4 A. Getting Started 1. Read the e-mails between two co-workers at Maltech Medical Equipment. They have to reply to one of their vendors about a late payment. 2. Complete the Accounting Log.

Week 4 B. Model Letter: Replying to Reminder Letter or Collection Letters Look at the different elements of a letter replying to a reminder letter or collection letter.

Week 4 Useful language Enclosed is our check for ______ . Our records show ______ . I have enclosed, for your information, ______ . I apologize for any inconvenience this may have caused you. Thank you for your reminder. I look forward to continuing our good working relationship.

Week 4 C. Composing Your Message The body of a letter replying to a reminder letter or collection letter generally has three parts Part 1, Opening Content: Identify the missing payment (s). Ex: Enclosed is our second check for the balance of $2,456 due on invoice number 4334-50 Part 2, Focus Content: Give details about payment Ex: Our records show that we already sent a check for that invoice. Check number 456-dated June 27- must be lost in the mail. I have enclosed, for your information, a photocopy of the original check.

Week 4 C. Composing Your Message Part 3, Closing Content: Apologize for any inconvenience, and thank the reader. Ex: I apologize for any inconvenience this may have caused you. If you have any questions, please call me. Thank you for your reminder. I look forward to continuing our good working relationship.

Week 4 Practice 1 In each question, two of the sentences are appropriate to use in a letter replying to a reminder letter or collection letter. Circle the letter of the two sentences.

Week 4 That’s Good Business Many businesses keep electronic or hard copies of all transactions. These copies will prove payment was made in case there is a problem. If payment was made, received, and deposited, there will be a cancelled check.

Week 4 Writing Your Message Already, Yet, and Still The adverbs already, yet, and still are close in meaning Already: something happed before now (position: midsentence) Ex: Our records show that we already sent a check for that invoice. Yet: something did not happed before now (position: end of sentence) Ex: Our records show that we have not sent a check for that invoice yet. Still: a situation continues to exist from the past until now (position: midsentence) Ex: Our records show that we still have not sent a check for that invoice. Practice 2 Complete the following sentences with the correct adverb,

Week 4 Dates Most people use one of two styles for writing dates: U.S. or non-U.S. style U.S. style, August 31, 2004 Non-U.S. style, 31 August 2004 U.S. style uses a comma after the day when the year is included; non U.S. style does not use commas. Practice 3 Correct the dates in the following sentences. Spell out the months.

Week 4 Commas with Introductory Phrases Use a comma to set off an introductory phrase. Practice 4 Add a comma to these sentences.

Week 4 Thank you for + noun or gerund Use the expression thank you for followed by anoun or a gerund [-ing verb functioning as a noun]. Do not use an infinitive or other verb form. Practice 5 Rewrite these incorrect sentences using the correct noun or gerund.

Week 4 Letter Practice 1 Complete the sentences in this letter. Use the words below. Letter Practice 2 Samuel Augustine sent a reply to a collection letter. He made ten errors. Find the errors, and write the correct word or punctuation above the errors.

Week 4 Homework Assignment On a separate piece of paper, write a letter replying to one these collection situations. Look In your local telephone book or on the Internet for names and addresses to use in your letter. 1. Write a letter replying to a collection letter from Meil Ling, Accountant, about the May 31 invoice # 28830. 2. Write a letter replying to a collection letter to Callater about invoice # 721-23. 3. Please look definitions of these words in the glossary at the end of the book: a). authorization, b). confusion, c). installments, d). owe, e). paid in full, f). photocopy, g). reputation, h). unfortunate.