Third Party Payment Confirmation Letter
[Your Name]
[Your Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]
[Date]
[Recipient's Name]
[Recipient's Title]
[Company Name]
[Company Address]
[City, State, ZIP Code]
Subject: Third Party Payment Confirmation Letter
Dear [Recipient's Name],
I hope this letter finds you in good health. I am writing to formally confirm the receipt of a third-party payment made to [Your Company Name] on behalf of [Client/Beneficiary Name]. This payment was made for the invoice dated [Invoice Date] in the amount of [Invoice Amount].
Below are the details of the third-party payment:
- Payment Amount: [Amount]
- Payment Date: [Date]
- Payment Reference/Transaction ID: [Reference/ID]
- Third-Party Name: [Third-Party Name]
- Third-Party Contact Information: [Email/Phone]
We have successfully processed the payment and applied it to the outstanding invoice. The payment has been recorded in our system under the invoice reference number [Invoice Reference Number]. Please note that any future communication or updates related to this payment will be directed to the third-party contact provided.
Should you require any further information or have any questions regarding this payment, please do not hesitate to contact me directly at [Your Email Address] or [Your Phone Number].
Thank you for choosing [Your Company Name] for your [Products/Services] needs. We appreciate your business and look forward to serving you in the future.
Sincerely,
[Your Full Name]
[Your Title]
[Your Company Name]
[Your Company Address]
[Your City, State, ZIP Code]
[Your Email Address]
[Your Phone Number]
Enclosure: Copy of Invoice [Invoice Number] and Third-Party Payment Receipt
Formal Third Party Payment Confirmation Letter
Subject: Confirmation of Third Party Payment
Dear [Recipient Name],
This letter serves to confirm that the payment for [Invoice/Order Number] has been received from [Third Party Name] on behalf of [Original Payer Name]. The amount received is [Amount], and the transaction was completed on [Date].
Please note that this payment fully satisfies the obligation for the aforementioned invoice. Should you require any additional information or documentation, feel free to contact us.
Sincerely,
[Your Name]
[Position/Department]
[Company Name]
Informal Third Party Payment Acknowledgment Message
Hi [Recipient Name],
Just a quick note to let you know that we have received the payment of [Amount] from [Third Party Name] on behalf of [Original Payer]. Everything looks good on our end.
Thanks for keeping us updated, and feel free to reach out if you need any further confirmation.
Best,
[Your Name]
Professional Third Party Payment Confirmation Email
Subject: Payment Received from Third Party
Dear [Recipient Name],
We are writing to officially acknowledge that the payment of [Amount] for [Invoice/Service] has been received from [Third Party Name] on behalf of [Original Payer]. The payment date is [Date], and the transaction reference is [Transaction ID].
This confirms that your account has been credited accordingly. Please contact our accounts department if you have any questions regarding this payment.
Best regards,
[Your Name]
[Position]
[Company Name]
Quick Third Party Payment Acknowledgment
Hello [Recipient Name],
Payment of [Amount] received from [Third Party Name] on behalf of [Original Payer]. Thank you.
Regards,
[Your Name]
Heartfelt Third Party Payment Confirmation Letter
Subject: Confirmation of Payment via Third Party
Dear [Recipient Name],
We sincerely confirm the receipt of [Amount] from [Third Party Name] made on behalf of [Original Payer]. We appreciate your timely coordination and effort to ensure this payment was processed.
Your support and cooperation are highly valued. Please keep this letter as confirmation of payment received.
Warm regards,
[Your Name]
[Company Name]
Provisional Third Party Payment Confirmation Letter
Subject: Provisional Confirmation of Third Party Payment
Dear [Recipient Name],
This is to provisionally acknowledge the payment of [Amount] received from [Third Party Name] for [Original Payer Name]. The payment has been recorded on [Date], and we are awaiting final clearance from our bank.
We will send you a formal confirmation once the transaction is fully processed. Thank you for your understanding.
Sincerely,
[Your Name]
[Position]
[Company Name]
What / Why You Need a Third Party Payment Confirmation Letter
- Confirms receipt of payment from someone other than the original payer.
- Provides official documentation for financial records.
- Prevents disputes regarding payments.
- Serves as evidence for accounting and audit purposes.
Who Should Send the Letter
- Company or organization receiving the payment.
- Accounting or finance department staff.
- Authorized representatives of the company.
- Banks or financial institutions in case of formal verification.
Whom the Letter Should Be Addressed To
- Original payer whose obligation is being satisfied.
- Third party who made the payment.
- Internal accounting or finance teams for record keeping.
- Clients or vendors requiring confirmation of receipt.
When to Send a Third Party Payment Confirmation Letter
- Immediately after receiving the payment from a third party.
- When requested by the original payer or third party.
- During account reconciliation or audit purposes.
- Before issuing goods or services dependent on payment confirmation.
How to Write and Send a Third Party Payment Confirmation Letter
- Clearly state that payment was received and by whom.
- Include relevant details: invoice number, amount, date, transaction ID.
- Mention if the payment fully satisfies the obligation.
- Maintain professional and polite tone.
- Send via email for quick confirmation or printed letter for formal use.
Requirements and Prerequisites
- Verify payment has been successfully received and cleared.
- Collect payment details from bank or financial institution.
- Ensure recipient details are accurate.
- Have authorization from accounts department if necessary.
- Maintain transaction reference for future verification.
Formatting Guidelines
- Length: brief and precise, typically 1–2 paragraphs.
- Tone: formal, professional, or courteous.
- Wording: clear, unambiguous, and polite.
- Mode: email or printed letter depending on recipient.
- Attachments: optionally include transaction confirmation or receipt.
Elements and Structure
- Subject line specifying payment confirmation.
- Greeting addressing the recipient.
- Statement confirming receipt of payment from third party.
- Details of payment: amount, date, invoice/reference number.
- Mention of whether obligation is fully satisfied.
- Contact information for further clarification.
- Closing and signature.
After Sending / Follow-Up
- Keep a copy for internal records.
- Notify accounting or finance departments.
- Confirm with third party if they require acknowledgment.
- Ensure proper posting of payment in financial systems.
Tricks and Tips
- Always include all relevant payment details for clarity.
- Use concise and formal language to avoid ambiguity.
- Verify bank clearance before sending confirmation.
- Maintain a standard template for efficiency.
- Ensure proper authorization if needed.
Common Mistakes to Avoid
- Sending confirmation without verifying payment clearance.
- Omitting important transaction details.
- Using informal or ambiguous language.
- Failing to copy internal finance departments.
- Delaying confirmation, causing confusion or disputes.
FAQ About Third Party Payment Confirmation Letters
Q: Can this letter be sent via email?
A: Yes, email is common for speed, while printed letters are suitable for formal cases.
Q: Should we acknowledge partial payments?
A: Yes, specify if the payment only partially covers the obligation.
Q: Is it necessary to mention the original payer?
A: Yes, clearly indicate the payment is on behalf of the original payer.
Q: Do we need authorization to send this letter?
A: Typically yes, from the accounts or finance department.
