How to Write a Cheque Cancellation Letter to Bank Manager
How to Write a Cheque Cancellation Letter to Bank Manager Use this sample cheque cancellation letter to bank manager as a template for your formal notification.
If, for any reason, a consumer makes a purchase with a personal cheque that he or she regrets, and would like to return the item, or if a personal cheque is lost or stolen, they can stop payment on the cheque. When payment is stopped, the consumer can write another cheque without worrying that the lost or stolen cheque will be cashed if it is found.
The United States government regulates the reasons a bank may not honor a cheque in Section four of the Uniform Commercial Code (UCC). The responsibility of the bank as well as the account holder is given. The bank must receive the request within a certain time period.
If the bank pays the cheque after the stop request was given, it must do so only if it meets the reasons that are stated in the UCC section. If this happens, there are also remedies for the account holder listed in the section.
The consumer should also call the bank and find out if the cheque has already been paid. If so, a stop request cannot be made. Since the payout may not be immediate, it may be possible to stop it even if the cheque has reached the bank. If the cheque has not been paid, the consumer need not supply any information about the recipient to stop the payment.
Banks usually charge a fee for a stop payments. Some fees are quite high, and it may not be worth stopping payment on a cheque for a small amount. If the cheque is large, for example, more than $100, it is probably worth paying the fee.
The main reasons for stopping payment on a cheque are: • Defective goods – if the goods purchased are not what the consumer was expecting, are broken or damaged, or are not up to the standard he or she thought they were getting, and if the seller will not accept a return, the consumer may choose to stop the payment. For example, if a consumer gives an advance payment on a vacation package that turns out to be less than advertised, they may want to stop the payment on the cheque. • Lost, stolen or replacement cheques – if the cheque is large, the fee charged by the bank will usually be less than the amount of the cheque, so it is better to stop the payment on a lost or stolen cheque. If the whole cheque book is lost, the consumer should immediately inform the police and close the account.
The bank may flag the account for special attention. Many banks will give the customer a new account number. If the receiver loses the cheque, and the purchaser needs to give a replacement cheque, the purchaser will want the payment stopped on the original cheque.
• The account has insufficient funds – consumer may expect their bank accounts to contain a higher amount than it actually does. This could be because of faulty record keeping or because a deposit did not yet reach the bank. The consumer must find money to deposit quickly or stop the payment on the cheque. If the cheque reaches the bank, the consumer may have to pay a large insufficient funds charge.
As soon as the consumer decides to stop the payment, he or she should call the bank and request that payment not be given for a particular cheque number. The bank may charge a fee for this. After the call, the consumer should send a formal stop payment request letter to the bank.
Calling the bank gets the payment stopped sooner. The consumer can cheque the bank’s website to see if the process can be started online. However, in most cases, the bank will still require a formal request in writing to verify the stop payment because the order given over the phone is only valid for 14 days.
Even with the request in writing, it will only be valid for six months. If the consumer thinks after that time, someone may try to cash the stopped cheque, he or she may need to make another request.
The letter must have the proper date and cheque number and be addressed to the bank manager or a specific contact person if known. All of the information related to the cheque should be included in the letter such as, the date of the cheque, the cheque number, the amount and to whom the cheque was written. The letter may also contain an authorization for the bank to deduct any fee from the consumer’s account for the service.
In some cases, it may not be possible to stop the payment on a cheque. There may not be time or the account holder may not be able to call the bank in time. If this is the case, it is recommended for the consumer to call the payee directly and request that they do not deposit the cheque. They may be able to arrange for another form of reimbursement.
Below is a sample cancellation request letter to a bank manager for a lost cheque. It is a formal, business letter and very short. It clearly states the facts and requests that payment on a specific cheque not be paid.
Cheque Cancellation Letter to Bank Manager Sample Name of Consumer Address of Consumer City, State, Zip Code
Name of Bank Manager Name of Bank Address of Bank City, State, Zip Code
RE: request to stop payment on lost cheque number NUMBER on account number NUMBER
Dear Name of Bank Manager:
This letter is a formal request that you do not give payment on cheque number NUMBER. It was written on DATE to Name of Payee for the amount of AMOUNT. Kindly treat this cheque as cancelled if it is presented for payment. I have issued a new cheque to the payee.
Sincerely, Signature of Consumer Printed Name of Consumer