A statement of account letter is a crucial document used in various business and personal financial interactions. It serves as a formal request or provision of a summary detailing financial transactions between two parties over a specific period. These letters are essential for maintaining accurate records, resolving discrepancies, and facilitating effective communication regarding outstanding balances or account activities.
This article provides 12 sample statement of account letters covering diverse scenarios, from requesting a statement to providing a detailed summary. Each sample is designed to be easily adaptable to your specific needs. Understanding the proper format and content of these letters ensures clarity and professionalism in your financial dealings.
Sample Statement of Account Letters
Sample 1: Request for a Statement of Account
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name/Company Name]
[Recipient Address]
Subject: Request for Statement of Account – Account Number: [Account Number]
Dear [Recipient Name],
I am writing to request a statement of account for account number [Account Number], covering the period from [Start Date] to [End Date]. Please send the statement to the address above at your earliest convenience.
Thank you for your prompt attention to this matter.
Sincerely,
[Your Name/Signature]
Sample 2: Providing a Statement of Account (Outstanding Balance)
[Your Company Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name/Company Name]
[Recipient Address]
Subject: Statement of Account – Account Number: [Account Number] – Outstanding Balance
Dear [Recipient Name],
Please find attached your statement of account for account number [Account Number], as of [Date]. The outstanding balance is [Amount]. Please remit payment by [Due Date] to avoid late payment fees.
We appreciate your business.
Sincerely,
[Your Name/Signature]
Sample 3: Statement of Account (Zero Balance)
[Your Company Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name/Company Name]
[Recipient Address]
Subject: Statement of Account – Account Number: [Account Number] – Zero Balance
Dear [Recipient Name],
This letter serves as a statement of account for account number [Account Number], as of [Date]. The current balance is $0.00. Thank you for your prompt payments.
We appreciate your business.
Sincerely,
[Your Name/Signature]
Sample 4: Statement of Account (Detailed Transactions)
[Your Company Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name/Company Name]
[Recipient Address]
Subject: Detailed Statement of Account – Account Number: [Account Number]
Dear [Recipient Name],
Enclosed is a detailed statement of account for account number [Account Number], covering the period from [Start Date] to [End Date]. The statement includes all transactions, payments, and any applicable fees.
If you have any questions, please do not hesitate to contact us.
Sincerely,
[Your Name/Signature]
Sample 5: Statement of Account (Overdue Payment Reminder)
[Your Company Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name/Company Name]
[Recipient Address]
Subject: Overdue Payment Reminder – Account Number: [Account Number]
Dear [Recipient Name],
Our records indicate that your payment for account number [Account Number] is overdue. The amount of [Amount] was due on [Due Date]. Please remit your payment as soon as possible to avoid further late fees.
Sincerely,
[Your Name/Signature]
Sample 6: Statement of Account (Payment Received Acknowledgment)
[Your Company Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name/Company Name]
[Recipient Address]
Subject: Payment Received – Account Number: [Account Number]
Dear [Recipient Name],
This letter is to acknowledge receipt of your payment for account number [Account Number]. Thank you for your prompt payment.
Sincerely,
[Your Name/Signature]
Sample 7: Statement of Account – Request for Clarification
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name/Company Name]
[Recipient Address]
Subject: Request for Clarification on Statement of Account – [Account Number]
Dear [Recipient Name],
I am writing to request clarification on some items listed in the statement of account [Account Number]. Specifically, I have questions regarding the transaction on [Date] and the fee applied on [Date]. Please provide detailed information regarding these entries so I can fully understand them.
Thank you for your prompt attention to this matter.
Sincerely,
[Your Name/Signature]
Sample 8: Statement of Account – Dispute a Charge
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name/Company Name]
[Recipient Address]
Subject: Dispute on Statement of Account – Account Number: [Account Number]
Dear [Recipient Name],
I am writing to dispute a charge on my statement of account [Account Number]. The charge in question is dated [Date] for [Amount] and labeled as [Description]. I do not believe this charge is valid, and I request that you investigate and remove it from my account.
Thank you for your prompt attention to this matter.
Sincerely,
[Your Name/Signature]
Sample 9: Statement of Account – Change of Address Request
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name/Company Name]
[Recipient Address]
Subject: Change of Address Request – Account Number: [Account Number]
Dear [Recipient Name],
I am writing to inform you of a change of address for my account, [Account Number]. My new address is [New Address], effective immediately. Please update your records accordingly and send all future statements to this new address.
Thank you for your prompt attention to this matter.
Sincerely,
[Your Name/Signature]
Sample 10: Statement of Account – Closing Account Request
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name/Company Name]
[Recipient Address]
Subject: Account Closure Request – Account Number: [Account Number]
Dear [Recipient Name],
I am writing to request the closure of my account, [Account Number], effective [Date]. Please ensure all outstanding balances are settled, and provide confirmation of account closure. If there is a remaining balance, please let me know how I can retrieve it.
Thank you for your prompt attention to this matter.
Sincerely,
[Your Name/Signature]
Sample 11: Statement of Account – Credit Card Statement
[Your Company Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name/Company Name]
[Recipient Address]
Subject: Credit Card Statement – Account Number: [Account Number]
Dear [Recipient Name],
Enclosed is your credit card statement for the billing period ending [Date]. The statement includes a summary of transactions, payments, fees, and interest charges. The minimum payment due is [Amount], and the due date is [Date]. Please review the statement carefully and contact us immediately if you have any questions.
Sincerely,
[Your Name/Signature]
Sample 12: Statement of Account – Correction Request
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name/Company Name]
[Recipient Address]
Subject: Correction Request for Statement of Account – [Account Number]
Dear [Recipient Name],
I am writing to request a correction on my statement of account [Account Number]. There is an error in the transaction dated [Date] for [Amount]. The correct amount should be [Correct Amount]. Please correct this error and provide an updated statement. Thank you for your attention to this matter.
Sincerely,
[Your Name/Signature]
In conclusion, mastering the art of writing effective statement of account letters is critical for maintaining transparent and professional financial communications. Whether you’re requesting information, providing summaries, or addressing discrepancies, these templates offer a solid foundation. Remember to adapt each sample to your unique situation for optimal clarity and impact. Proper documentation and clear communication will ensure smooth financial transactions and strong business relationships.
