The Payment Request Letter is a crucial business document used in Malaysian commercial practice when seeking payment for goods delivered, services rendered, or other contractual obligations. It serves as a formal demand for payment and can be an important piece of evidence in any subsequent legal proceedings. The document should comply with Malaysian law, particularly the Contracts Act 1950 and Financial Services Act 2013, and may reference the Interest Act 1957 if late payment interest is applicable. It's typically used when payment is overdue or approaching due date, and forms part of the accounts receivable process. The letter should include specific details about the amount owed, payment terms, and clear instructions for making payment, while maintaining a professional and constructive tone to preserve business relationships.
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1. Sender's Details: Full company name, address, and contact information of the party requesting payment
2. Date: Current date of the letter
3. Recipient's Details: Full name, title, company name, and address of the person responsible for payment
4. Reference Line: Clear reference to invoice numbers, contract numbers, or other relevant identifiers
5. Subject Line: Clear indication that this is a payment request
6. Payment Details: Specific amount owed, due date, and reference to original agreements or invoices
7. Payment Instructions: Bank account details or other payment methods accepted
8. Closing: Professional closing, signature block, and contact information for payment-related queries
1. Previous Communications Reference: Include when there have been prior reminders or communications about the payment
2. Interest Calculation: Include when charging interest on overdue payments, with reference to relevant contract terms or Interest Act 1957
3. Legal Warning: Include for overdue payments where legal action may be considered
4. Payment Plan Option: Include when willing to accept installment payments or wanting to propose a payment schedule
5. Urgency Statement: Include when payment is significantly overdue or causing business impact
1. Original Invoice Copy: Attach copies of all relevant invoices being requested for payment
2. Contract Extract: If relevant, attach the payment terms section from the original contract
3. Statement of Account: Detailed statement showing all transactions, payments, and outstanding amounts
4. Payment History: If relevant, a record of previous partial payments and remaining balance
Authors
Relevant legal definitions
Clauses
Relevant Industries
Manufacturing
Retail
Construction
Professional Services
Technology
Healthcare
Education
Financial Services
Real Estate
Logistics and Transportation
Consulting
Energy and Utilities
Telecommunications
Hospitality
Agriculture
Relevant Teams
Finance
Accounts Receivable
Credit Control
Treasury
Legal
Administration
Company Secretariat
Collections
Business Operations
Executive Management
Relevant Roles
Finance Manager
Accounts Receivable Specialist
Credit Controller
Financial Controller
Chief Financial Officer
Accounts Manager
Credit Manager
Collections Specialist
Business Owner
Managing Director
Company Secretary
Legal Counsel
Treasury Manager
Billing Coordinator
Account Executive
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