Retainer Statement Cover Letter
The month-end cover letter for retainer clients: balance, period, and a personal line.
Merge fields in this template
«DisplayName»«BillAddrLine1»«BillAddrLine2»«BillAddrCity»«BillAddrCountrySubDivisionCode»«BillAddrPostalCode»«Balance»
Data source: QuickBooks customers
How to use it well
- Run at month-end for active retainer clients. The personal middle line is the difference between paperwork and relationship. Fill it per client or keep it general.
[Your Company Name]
[Street address · City, State ZIP · phone · email]
[Date]
«DisplayName»
«BillAddrLine1»
«BillAddrLine2»
«BillAddrCity», «BillAddrCountrySubDivisionCode» «BillAddrPostalCode»
Dear «DisplayName»,
Please find enclosed your account statement for [month]. Your current account balance is «Balance».
[One personal line about the month’s work: the deliverable shipped, the campaign result, the milestone hit.]
Questions about any line item? Call or reply. We keep our billing as transparent as our work.
Sincerely,
[Your name]
[Title · Your company]
Sending this to more than a handful of customers? Connect QuickBooks or Stripe and MergeNinja fills this letter in for every customer automatically: amounts, dates, days overdue, all of it.
Template questions
How do I use this template?
Download the .docx, open it in Word, and replace the [bracketed] placeholders: your letterhead, dates, and any wording you want to change. The «field» codes stay: they fill in automatically when you merge. Then upload it to MergeNinja (or use Word's own mail merge) against your QuickBooks customers data.
What are the «fields» in the letter?
Real Word merge fields, named to match MergeNinja's QuickBooks customers dataset exactly. Connect read-only, sync, and every field fills in with live data. No renaming needed.
Can I change the wording and formatting?
Completely. It's an ordinary Word document. Fonts, logo, layout, and tone are yours to edit; the merge only fills the field codes wherever you leave them.
Is the download really free?
Yes. No email required, no watermark. If you later want the letters filled in automatically for your whole customer list, that's what MergeNinja is for.
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