Denial of Request For Quarterly Billing. Companies that have implemented billing schedules for their customer’s payment convenience can benefit
from the following letter template.
This cover letter addresses the issue of billing frequency.
It's tone is considerate but firm, stating the regret of denial for quarterly billing rather than the company’s standard monthly billing.
Finally, it's worded in a way conducive to customization.
This is a good one to use as is, but can easily be altered slightly to fit a more specific issue.
Your letter requesting that we bill you quarterly rather than monthly, presents us with somewhat of a problem.
Inasmuch as we would like to welcome you as a new customer of our firm, we would like to accommodate you in any way possible. Your request, however, would result in your receiving preferential treatment for your account and would be unfair to all of our customers who must settle their accounts within 30 days. If we were to offer the terms you have requested to all of our customers, we would soon be out of business entirely.
I am sure you can understand our position in this matter. We would welcome your account on our regular open account basis and hope that we will have the opportunity to provide you with our fine line of products as well as service.