Conversion of Account to COD

{{company_name}}

{{company_address}}

Phone: {{phone}} | Email: {{email}} | Web: {{website}}

Conversion of Account to COD

Conversion of Account to COD

{{company_name}}

{{company_address}}

{{phone}}

{{email}}

{{website}}

Date: {{date}}

To:

{{customer_name}}

{{customer_address}}

ATTN: {{contact_person}}

Subject: Notification of Account Status Change - Conversion to Cash on Delivery (COD)

Dear {{contact_person}},

Reason for Conversion

This letter serves to formally notify you that effective {{effective_date}}, your account with {{company_name}} will be converted to a Cash on Delivery (COD) basis. This decision has been made due to [{{reason_for_conversion}}, e.g., consistent late payments, exceeding credit limits, change in company policy, payment history review]. We value your business and have taken this step to ensure a sustainable working relationship going forward.

Terms of Cash on Delivery (COD)

Under the new COD terms, all future orders will require full payment at the time of delivery. This means:

1. **Payment Methods:** Acceptable payment methods include {{accepted_payment_methods}} (e.g., cash, EFT upon delivery confirmation, mobile money).

2. **Order Processing:** Orders will only be dispatched once complete payment has been received and confirmed by our delivery personnel or designated agent.

3. **Delivery Refusal:** In the event of non-payment at the time of delivery, the goods will not be released, and a re-delivery fee of {{re_delivery_fee}} may be charged for subsequent attempts.

4. **Outstanding Balances:** This conversion does not absolve you of any outstanding balances currently due on your account. Please ensure that all current outstanding invoices totaling {{outstanding_balance}} are settled by {{payment_due_date}}.

Outstanding Invoices and Account Settlement

We kindly request your immediate attention to any outstanding invoices. Please refer to our statement of account (attached) for a detailed breakdown of your current obligations. Prompt settlement of these amounts will help maintain a positive working relationship.

Next Steps and Contact Information

We understand that this change may require adjustments on your part. Our team is available to discuss any concerns you may have and to assist with a smooth transition. Please contact {{contact_person_company}} in our accounts department at {{contact_phone}} or {{contact_email}} should you have any questions or require further clarification.

We appreciate your understanding and continued cooperation.

Sincerely,

{{your_name}}

{{your_title}}

{{company_name}}