Statement of Account Letter Template & Email
Updated: August 06, 2024Statement of account letters provide a professional and efficient way to deliver important information to your customers regarding their account activity. By providing a detailed record of all financial interactions, these statements ensure transparency, help prevent payment delays, and maintain financial accuracy.
This guide explains why statement of account letters are important, what information they typically contain, the best times to send them, and the benefits of using email templates to streamline this process. By incorporating these tips, you can streamline your communication process and ensure your customers are always up-to-date on their account status.
Type less. Say more.
Leave boring, repetitive copying & pasting in the past. Share text and images wherever you can type--so you can focus on what matters most.
Try it for FREE Learn more(No credit card required)
Why a Statement of Account Letter is Important
A statement of account is important for both businesses and customers for several reasons:
- Transaction Record: Provides a detailed record of all transactions between a vendor and a customer, ensuring both parties clearly understand their financial interactions over a specific period.
- Outstanding Balance Reminder: Serves as a reminder of any outstanding balances that need to be paid, helping to prevent payment delays and disputes.
- Financial Accuracy: Helps maintain financial accuracy by allowing both parties to verify the amounts invoiced and paid, reducing the risk of errors and discrepancies.
What Goes into a Statement of Account Email
To guarantee the recipient has all the necessary information to review their account and take any required actions, a statement of account email typically includes the following information:
Subject Line: A clear subject line indicating it’s a statement of account, often including the statement period.
Body of the Email
- Salutation: A greeting addressed to the customer.
- Statement Summary: A brief explanation of what the email contains, such as a “statement of account for your recent activity”.
- Attachment: The statement itself, usually in PDF format. The statement should include details like the company information, customer information, statement period, transaction details, current balance, and payment information.
- Closing: A professional closing with contact information for any questions about the statement
When to Send an Account Statement
Providing account statements regularly helps maintain a healthy financial relationship with customers. Sending an account statement or account summary to customers should be done at the following times:
- Monthly or Quarterly: Regularly sending account statements, typically on a monthly or quarterly basis, helps keep customers informed about their account activities and balances.
- At the End of a Billing Cycle: After each billing cycle, an account statement provides a comprehensive overview of the transactions that occurred during that period, ensuring customers are aware of their charges and payments.
- Upon Request: If a customer requests an account summary or statement, it should be provided promptly to address their needs and concerns.
- When There Are Significant Changes: If there are major changes in the account, such as large transactions, adjustments, or corrections, sending an updated statement helps maintain transparency and trust.
- Before Payment Due Dates: Sending a statement shortly before payment due dates reminds customers of their outstanding balances, encouraging timely payments and reducing the risk of late fees or interest charges.
Benefits of Account Statement Email Templates
Statement of account email templates offer several advantages, and TextExpander can make using them even more efficient:
- Consistency: Ensure all statements follow a professional and branded format.
- Efficiency: Save time by having a pre-written structure for common information.
- Accuracy: Reduce errors by having pre-defined fields for account details.
- Customization: Create different templates for various situations (regular statements, overdue notices, etc.).
How TextExpander Can Help
- Fast Insertion: Insert entire templates or specific sections with a short abbreviation.
- Reduced Errors: Eliminate typos in frequently used phrases or legalese.
- Improved Workflow: Focus on personalizing messages rather than repetitive elements.
By combining statement of account templates with TextExpander, you can save significant time and have consistent, professional communication with your customers.
Statement of Account Email Templates
Regular Statement Delivery
Subject: Your [Company Name] Statement of Account (as of [date])
Dear [Customer Name],
This email contains your statement of account for [period covered by the statement] from [Company Name]. Please find the details attached (in PDF format).
We appreciate your business. If you have any questions about your statement, please don’t hesitate to contact us.
Sincerely,
The [Company Name] Team
Statement for Outstanding Balance
Subject: Important: Action Required Regarding Your [Company Name] Account
Dear [Customer Name],
This email is a friendly reminder that your account with [Company Name] currently has an outstanding balance of [amount]. A detailed statement of your account is attached (in PDF format) for your reference.
To avoid any late fees, please make a payment towards your outstanding balance by [due date]. You can make a payment online at [payment link] or by following the instructions on the attached statement.
If you have already made a payment, please disregard this email.
Thank you for your prompt attention to this matter.
Sincerely,
The [Company Name] Team
Statement Delivered Upon Request
Subject: Your Requested Statement of Account from [Company Name]
Dear [Customer Name],
As per your request, attached is your statement of account for [period covered by the statement] from [Company Name].
Please find the details in the attached PDF document.
If you have any questions, please don’t hesitate to contact us.
Sincerely,
The [Company Name] Team
End of Billing Cycle Statement
Subject: End of Billing Cycle Statement of Account
Dear [Customer Name],
Attached is your statement of account for the recent billing cycle ending on [End Date]. This statement details all your transactions and the current balance.
Account Summary:
Opening Balance: [Amount]
Total Debits: [Amount]
Total Credits: [Amount]
Closing Balance: [Amount]
Please review and let us know if there are any discrepancies. For further assistance, contact us at [Contact Information].
Sincerely,
The [Company Name] Team
Year-End Statement of Account
Subject: Year-End Statement of Account for [Year]
Dear [Customer Name],
We are pleased to provide your year-end statement of account for [Year]. This statement includes a comprehensive summary of your account activity throughout the year. A detailed statement of your account is attached (in PDF format) for your reference.
Account Summary:
Opening Balance: [Amount]
Total Debits: [Amount]
Total Credits: [Amount]
Closing Balance: [Amount]
We value your business and look forward to serving you in the coming year. Should you have any questions or need further assistance, please reach out.
Sincerely,
The [Company Name] Team
What is TextExpander
With TextExpander, you can store and quickly expand full email templates, Slack messages, and more anywhere you type. That means no more misspellings, no need to memorize complex instructions, or type the same things over and over again. See for yourself here:
Not able to play the video? Click here to watch the video
Work smarter.
With TextExpander, you can store and quickly expand snippets anywhere you type. That means you'll never have to misspell, memorize, or type the same things over and over, ever again.
Less Repetition, More Customer Delight
TextExpander gives your team the power to do what they do best — faster.