MDG Services
ENहिंदी

Outstanding payment letter format: 3 letters to copy for a pump's credit customer

Short answer

Send three letters in this order: a polite statement with a request to pay, a firm reminder with a date, and a final letter saying new credit is stopped until the account is cleared. Attach the statement and bills each time, fill the [blanks], and keep a copy and proof of sending. These are ordinary letters from a pump, not legal notices. A legal notice should come from an advocate.

MDG Services makes Khata Kavach, so this page comes from the maker of one of the apps it may mention. It is general information, not legal, tax or financial advice. Facts about other apps are taken from their own websites and app listings on the date shown and can change, so check them there before you decide.

Facts checked on 27 October 2026. Published by MDG Services on 26 October 2026.

For a petrol pump that gives diesel on credit to regular customers such as transporters. Letters come after calls and WhatsApp reminders, and before any legal step.

Before you write

Put on every letter the transporter's name and address, the date and a subject. Open with "Dear [Name] ji" and close with "Regards, [your name], [pump name], [phone]". Attach:

  • The statement: opening balance, each fill and payment with its date and bill number, closing balance. See a customer statement format.
  • The unpaid bills or slips. See what counts as evidence.
  • How to pay: your UPI ID or bank details.

Send by email, by WhatsApp to that transporter alone, or by hand, and keep proof that it went.

Letter 1: statement and request

Subject: Statement of account up to [date]

Thank you for fuelling your trucks with us. Rs [amount] is outstanding on your account up to [date], as in the attached statement and bills.

Please tell us within [7] days if any line looks wrong. Otherwise please pay by [date] by [UPI / bank transfer / cheque]. [Please sign and return a copy of the statement to confirm the balance.] If you would like to pay in parts, tell us the dates and amounts.

Letter 2: firm reminder with a date

Subject: Rs [amount] still outstanding

We wrote on [date], and you said you would pay on [promised date]. We have not received it. The statement is attached again.

Please pay Rs [amount] by [date]. If you cannot pay all, tell us by [date] what you can pay now and when the rest will follow. We will note it and keep to it.

If we do not hear from you by then, we will have to stop new credit on your account. We would rather not.

Letter 3: credit stopped until paid

Subject: New credit stopped until the account is cleared

Rs [amount] has been outstanding since [date], despite our letters of [date] and [date].

From [date] we are stopping new credit on your account. You are welcome to fill for cash or UPI. This is our rule for every overdue account, not a judgement on you.

When the account is cleared we will talk about restarting credit, at a limit of Rs [amount]. Please pay Rs [amount] by [date], or call me to agree a plan.

Before you send each letter

  • Give bill numbers, amounts and dates every time. No threats, no insults.
  • Add interest only if the transporter agreed it in writing before the first credit fill: see interest on udhar.
  • Do not wait long: check the time limit.

If it is still unpaid

These are ordinary letters from a pump, not legal notices; an advocate should write and send a legal notice. See the legal steps, and for a bounced cheque the cheque bounce page.

Khata Kavach keeps what you attach: each fill with its date, numbered bills, each payment you record, and the age of the balance. It sends no letters and collects no dues.

General information, not legal advice. For your own case, speak to an advocate or a chartered accountant.

Questions people ask

01Outstanding payment letter format in Word?

Copy a letter above into Word or Google Docs, fill the [blanks] and print it on your letterhead.

02Baki bhugtan patra kaise likhein?

Name the amount, the bill numbers and a date to pay, and attach the statement. Start polite. The Hindi page has the letters in Hindi.

03Outstanding payment mail to customer: email or WhatsApp?

Either. Send the same words to that transporter alone, with the statement attached, and keep the sent message.

04Is this a legal notice?

No. A legal notice is a formal written demand, usually written and sent by an advocate. See the legal steps.

Related pages

Payment reminder messages for a pump's credit customers: 7 texts to copy, in English and HinglishSeven polite payment reminder messages from a petrol pump to a transporter on credit, from before the due date to a last request before credit stops, with Hinglish lines.
Udhar vasuli ke upay: seven steps for a petrol pump to ask for its udhar and keep the transporterUdhar vasuli ke upay for a petrol pump with regular transporters who take diesel on credit: seven steps from checking your record to legal steps, and what never to do.
Late payment interest calculator for a petrol pump: interest on an overdue paymentWork out interest on a transporter's late payment from the amount, the days late and your own yearly rate, simple or monthly compounding, with the working shown.
Debtor days calculator: how long your transporters really take to payWork out a pump's debtor days from the udhar outstanding and the diesel given on credit, see what the number means, and compare it with your credit days.

About Khata Kavach (advertisement)

Khata Kavach is a shared credit book for petrol pumps, from MDG Services. The transporter asks before each truck fills, your nozzle man sees the limit before he fills, and both of you see every fill, payment and bill. It never lends or holds money.

Set up my pump in the appCall 1800‑891‑3496

About this page. This page is general information published by MDG Services, a brand of VRUOOM PRIVATE LIMITED (CIN U29194HR2021PTC098450), the company that makes Khata Kavach. It is free to read and needs no sign-up.

We make one of the apps. Where a page compares Khata Kavach with another app or another way of keeping credit, remember that we make Khata Kavach. We compare like with like, use only facts the other company publishes, and say plainly where another app does more.

Other companies' names. Khatabook, OkCredit, Vyapar, myBillBook and every other product or company named here belong to their owners. We name them only to say which product a fact is about. We have no connection with them, and they have not seen or approved these pages.

Facts about other apps. Facts about other apps come from their own websites, help pages and app store listings, on the date shown as "facts checked on". Apps change their features and prices often. Check the app's own website before you decide, and tell us if anything here is out of date: we will correct it.

Not legal, tax or financial advice. Pages about getting paid, notices, interest, courts or tax explain the general position in India on the date shown. Laws and rules change, and every case is different. For your own case, speak to an advocate or a chartered accountant.

Examples are made up. The pumps, transporters, vehicles and amounts in examples are made up, and so is the data on the app screens shown. No example describes a real customer or a real result.

What Khata Kavach is. Khata Kavach records credit fills, bills and payments between a petrol pump and its customers. It never lends money and never holds anyone's money: it is not a bank, a lender or a payment service. A Khata Kavach bill is not a GST tax invoice.

Report an error or send a legal notice. If you see a mistake, or need to send us a notice, write to hello@mdgservices.in. We read every message, check it, and correct or remove the page.

Limits on our responsibility. We take reasonable care to keep these pages accurate. To the extent the law allows, MDG Services and VRUOOM PRIVATE LIMITED are not responsible for loss caused by relying on this page alone. This does not limit anything the law does not allow us to limit, including responsibility for fraud or for an error we knew about and did not correct. Your legal rights are not affected.

Advertisement. The box headed "About Khata Kavach" is an advertisement for Khata Kavach, a service from MDG Services. Everything else on this page is free information.

Hindi pages. Hindi pages are written for easy reading and say the same as their English pages. Where a page mentions a law, the official text of that law is the one to follow.

Full disclaimer

Report an error or send a legal notice: hello@mdgservices.in