Paper checks remain common in B2B payments, but they introduce delays, manual handling, and increased fraud exposure. As finance teams face growing pressure to improve cash flow predictability and reduce operational risk, many are reassessing how they request and receive customer payments.
A formal request to move customers to ACH can help reduce processing friction and improve payment visibility. When handled correctly, it also sets clear expectations around authorization, security, and timing. The letter itself plays a key role in ensuring the change is understood, documented, and low risk.
Why finance teams request ACH payments from customers
Finance leaders typically initiate ACH requests in response to operational and control challenges rather than customer preference.
Checks create longer settlement cycles, increase reconciliation effort, and expose teams to theft, alteration, and misdirection. ACH payments, when properly authorized and verified, reduce manual touchpoints and provide more predictable payment outcomes.
However, the way ACH is requested matters. Informal or unclear communication can raise concerns around data security and consent. A structured letter helps mitigate those risks while maintaining a professional customer experience.
A formal letter requesting ACH payment from a customer is commonly used when:
- Transitioning customers from check to electronic payments
- Updating payment terms or standard payment methods
- Establishing ACH as the preferred payment method for new customers
- Requesting authorization for recurring ACH payments
In each scenario, the letter creates a clear record of intent and supports internal audit, compliance, and dispute resolution requirements.
What to include in an ACH payment request letter
An effective ACH payment letter to customers should be factual, professional, and explicit about next steps. Key elements include:
- The reason for requesting ACH payments
- When the change would take effect
- How the customer can provide authorization
- How banking details will be handled securely
- A finance contact for follow-up questions
Avoid language that implies ACH is mandatory or already authorized. Customer consent is required, and the letter should reflect that clearly.
Sample ACH letter to customers
Below is a sample letter asking customers to pay by ACH. It can be adapted for email or printed delivery and tailored to your internal processes.
Subject: Request to transition to ACH payments
Dear [Customer name],
As part of our ongoing efforts to improve payment efficiency and reduce processing delays, we are requesting a transition from check payments to ACH payments for future invoices.
ACH payments provide faster settlement, improved visibility, and reduced manual handling for both parties. This change is intended to streamline our accounts receivable process while maintaining secure and reliable payment practices.
If you agree to pay by ACH, please complete the attached ACH authorization form and return it using the secure method outlined in the instructions. No payments will be initiated without your authorization.
If you have any questions about this request or would like to discuss timing or setup, please contact [finance contact name] at [email address] or [phone number].
We appreciate your cooperation and look forward to continuing our business relationship.
Sincerely,
[Name]
[Title]
[Company name]
This structure can also be used as an ACH payment request letter sample for new customers or as part of a broader check-to-ACH transition initiative.
Managing customer concerns and risk
Customers may raise questions about how their bank details are stored, who can initiate payments, and whether existing controls still apply. Finance teams should be prepared to explain:
- That ACH payments require explicit authorization
- How banking information is protected and accessed
- Whether payments are one-time or recurring
- How errors or disputes are handled
Clear, upfront communication helps reduce delays and prevents incomplete or incorrect ACH setups.
FAQs
How do you ask a customer to pay by ACH?
The most effective approach is a formal written request that explains why ACH is being proposed, what will change operationally, and what action is required from the customer. The request should emphasize efficiency and risk management and clearly state that authorization is required before any ACH payments are initiated.
What should be included in an ACH payment request letter?
An ACH payment request letter should include the reason for the request, timing, authorization instructions, and a finance contact. It should also explain how banking information will be handled and avoid language that suggests ACH payments will occur without customer consent.
Is it professional to request ACH payments from customers?
Yes. Requesting ACH payments is common in B2B environments, particularly where checks introduce delays or risk. Professionalism depends on clear, neutral language and a structured request that respects customer authorization requirements.
Do customers need to authorize ACH payments in writing?
Yes. ACH rules require customer authorization, which can be provided in writing or electronically. Authorization records should be retained for audit, dispute resolution, and compliance purposes.
Can an ACH request letter be sent by email?
Yes. Many finance teams send ACH request letters by email, particularly when paired with a secure authorization workflow. The email should still follow a formal structure and should not request sensitive banking details directly in the message body.
When requesting ACH is only the first step
Requesting ACH payments is often only one step in a broader effort to reduce reliance on checks. For finance teams managing large vendor bases, coordinating outreach, collecting authorizations, and moving vendors at the right pace can introduce additional operational and fraud risk.
Eftsure supports structured check-to-ACH migration by helping finance teams coordinate vendor outreach, securely collect ACH authorization, and move vendors when it makes sense while maintaining verification and payment controls. Learn how Eftsure supports check-to-ACH migration.
