Replying to a request for easier payment terms

Mr. Armstrong Managing Director Metal Factors Bramhall Lane Sheffield Yorkshire UK Dear Mr. Armstrong, Thank you for your letter of 19 January asking for a change in payment terms. There is nothing unusual in our current arrangement. From the time you open credit until the shipment reaches your port is normally about three months. In addition, your L/C is only opened when the goods are ready for shipment. I regret to say that we must adhere to our usual practice and sincerely hope that this will not affect our future business relations. We will contact you as soon as supplies of the steel pipes you require come into stock. Yours Sincerely,		Useful phrases Line 2 There is nothing unusual in our current arrangement. Line 5 I regret to say that we must adhere to our usual practice. Notes Para. 1 Identify the reference. Para. 2 Analyze the payment position from your point of view. Para. 3 Politely reject the proposal, quoting company policy. Para. 4 Leave the way open for the transaction to proceed.
Comments This is a polite rejection of the proposal for easier payment terms. It gives good reasons for not agreeing to the proposal The tone of the letter is unlikely to antagonize the customer.	Alternative phrases Line 1      Many thanks for . . . Line 1      ... which asks for a change . . . Line 2      Our terms are not unusual. Line 5      I am sorry to say that we must keep to ours . . Line 7      You will be in touch ...