A Reply Sent to an Erring Customer
We thank you for your letter of the 23rd instant with a cheque for Rs. 25,000/- on account.
We duly sympathize with you on the difficulties expressed by you in collecting your outstanding accounts. However, as you are well aware, we do feel that we could expect more from you on this issue.
We do appreciate that you have been forwarding small remittances from time to time, but you would agree that the debit balance against youur a/c has been steadily increasing during the past twelve months and now it stands at a considerable total of Rs. 85,000/-
Having due regards to the past many years, during which, you have been a customer of this house and a generally satisfactory character of your account, please note that we are reluctant to resort to harsh measures.
We must, however, insist that the existing balance should be cleared off by regular installments of say Rs. 10,000/- per month. We would highly appreciate if the first installment reaches us by the 7th of the next month. In the meantime, we have to advise, though most reluctantly, that you shall pay cash for all further goods; but as a special gesture, we are allowing you an extra 3% discount in lieu of the credit.
We shall be glad to hear from you about this arrangement. In default, we shall have no alternative but to close your account and place the matter in some other hands.
1. Comment on the appropriateness of the sender’s tone to a customer.
2. Point out the old – fashioned phrases and expressions.
3. Rewrite the reply according to the principles of effective writing in business.
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