A final payment request letter is a written communication asking someone to make the last payment or settle the remaining balance for goods or services they received.
It’s a polite reminder that the payment is due and usually includes details like the amount owed, the due date, and instructions for making the payment.
This letter is often sent when a project, purchase, or agreement is nearing completion, and it’s a way to ensure that all financial obligations are fulfilled before wrapping things up.
I have a full guide that teaches how to write an effective payment request letter. If you are interested, you can read that guide here
Today I will only share with you several examples of contractor payment request letters.
Let’s get started
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- Final payment request letter sample
- Final payment request letter to employee
- FAQ about final payment request letter
- When should I send a final payment request letter?
- What information should be included in a final payment request letter?
- How should I deliver the final payment request letter?
- What should I do if the recipient doesn’t respond to the letter?
- Is a final payment request letter legally binding?
Final payment request letter sample
Certainly! Here’s the example with hypothetical details filled in:
123 Main Street
Anytown, CA 12345
August 17, 2023
456 Elm Avenue
Somewhereville, CA 67890
Subject: Final Payment Request for Website Development Project
Dear Emily Johnson,
I wanted to take a moment to express my gratitude for the opportunity to work with you on the Website Development Project over the past three months. It has been a pleasure serving you, and I am pleased to see the website project come to its successful completion.
As we reach the final stages of our collaboration, I would like to kindly remind you of the remaining balance due for the website development project. The total outstanding amount is $2,500, which covers the design, development, content creation, and testing phases.
The agreed-upon due date for the final payment is September 1, 2023. To ensure a smooth process, I have outlined the payment methods below:
- Online Payment: You can conveniently make the payment through our secure online portal at [Payment URL].
- Bank Transfer: You may transfer the funds directly to our bank account using the following details:
Bank Name: First Bank
Account Name: John Smith Web Services
Account Number: 1234567890
Routing Number: 987654321
Reference: Invoice #WD12345
Please let us know if you require any assistance or have any questions regarding the payment process. Once the payment has been received, we will promptly provide you with a receipt and any necessary documentation to conclude our business transaction.
I sincerely appreciate your prompt attention to this matter. If you have already made the payment, kindly disregard this letter.
Thank you once again for choosing John Smith Web Services. It has been a pleasure working with you, and I look forward to the possibility of future collaborations.
CEO, John Smith Web Services
Final payment request letter to employee
[Employee’s Full Name]
[City, State, ZIP Code]
Subject: Final Payment and Employment Conclusion
Dear [Employee’s First Name],
As we approach the conclusion of your employment with [Your Company Name], I want to extend my sincere appreciation for your dedicated service and contributions during your time with us.
This letter serves as a reminder for the final payment that is due to you. As of your last working day, which was [Last Working Day Date], your accrued wages and any outstanding benefits have been calculated. The total amount of your final payment is [$X,XXX], which includes your final salary, unused vacation days, and any other applicable benefits.
Your final payment will be disbursed on [Payment Date], which is in accordance with our regular payroll schedule. This payment will be made via [Payment Method], which you have previously provided to us. Please ensure that all necessary arrangements are in place to receive this payment.
If you have any questions or concerns about the final payment or the details provided in this letter, please do not hesitate to contact our Human Resources department at [HR Phone Number] or [HR Email Address]. We are here to assist you and provide any necessary clarifications.
Once again, I want to express my gratitude for your hard work and dedication during your time at [Your Company Name]. We wish you all the best in your future endeavors, and should you ever need any references or assistance, please do not hesitate to reach out.
Thank you and best wishes for your future endeavors.
[Your Contact Information]
FAQ about final payment request letter
When should I send a final payment request letter?
You should send a final payment request letter when a project or transaction is nearing completion and the recipient has not yet made the full payment. It serves as a polite reminder to settle the remaining balance before closing the deal.
What information should be included in a final payment request letter?
A final payment request letter should include:
Your contact information
Recipient’s contact information
Total amount due
Accepted payment methods
Instructions for making the payment
Contact details for any questions or concerns
How should I deliver the final payment request letter?
You can deliver the letter through email, postal mail, or even in person, depending on your relationship with the recipient and the urgency of the situation.
What should I do if the recipient doesn’t respond to the letter?
If the recipient doesn’t respond to the initial letter, you may need to follow up with additional communications or reminders. Consider sending a follow-up email or making a phone call to discuss the matter further.
Is a final payment request letter legally binding?
A final payment request letter itself is not typically legally binding. However, it serves as evidence of your attempt to collect a debt if the matter escalates to legal proceedings.