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Ravi's email to a client reads: "You must pay the pending invoice immediately, or we will stop supply." Which rewrite best improves the courtesy and 'you-attitude' of the message while remaining clear?

The best rewrite is the one that politely asks for payment by a specific date and shows the client's benefit, namely uninterrupted supplies. This applies courtesy and you-attitude while staying clear. The other versions remain demanding or stress the company's position instead of the reader.

  1. AWe would appreciate receiving payment of the pending invoice by 20 June so that your supplies continue without interruption.Correct
  2. BPayment of the pending invoice is required from our side immediately, failing which supply stops.
  3. CWe insist that you clear our pending invoice at once.
  4. DOur company policy forces us to demand your payment now.

Explanation

Courtesy and you-attitude stress the reader's benefit and a respectful tone. Option A gives a date and shows the benefit to the client, which is uninterrupted supply. The others stay demanding or focus on the writer's side.

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