Even with telephones and the Internet, it is still sometimes necessary to send an old-fashioned letter for business purposes. Updating your business account records with a letter is effective, as letters are less likely to be forgotten (like phone calls) and less likely to be ignored (like emails). They also provide a handy paper trail. If you need to update your records with a letter, follow a few tips to make sure you cover all your bases.
Address the letter to the proper department to ensure the correct individual receives your updated information. For example, if you are changing your checkbook or debit card number, address your letter to the accounts payable department. If you are changing your address, address your letter to "customer records." If you are unsure which department should handle your request, call the company and ask before addressing your letter, or look up the information on the company's website.
Include the date at the top of the letter, both for the company's records and your own personal records. For example, if you are requesting that your services be canceled or downsized as of a certain date, and the company does not process your request in a timely manner, you have grounds for non-payment because you have a copy of your dated request.
Include your account number. This will help the person processing your request locate your account and fulfill your request faster.
Include your old information. For example, if you are moving or changing your phone number, state in the letter, "this was my old address" or "this was my old phone number." The company may need this information to pull up your account in order to update your records.
Include your new information. State in the letter, "this is my new address" or "this is my new phone number." You may want to put your updated information in bold print or a larger font so that the person processing your request will have an easy time locating the information.
Request return correspondence. Ask that you be sent a letter in return notifying you that your information has been updated. When you receive your confirmation letter, keep it in a safe place for your records.
Make a copy of the letter before you send it, just in case you need to re-send it or refer to it at a later date.
Oubria Tronshaw specializes in topics related to parenting and business. She received a Bachelor of Arts in creative writing from the Santa Fe University of Art and Design, and a Master of Fine Arts in creative writing from Chicago State University. She currently teaches English at Harper Community College in the Chicago area.