Account Payable Confirmation Letter for Malaysia

Account Payable Confirmation Letter Template for Malaysia

A formal document governed by Malaysian law that serves to confirm and acknowledge outstanding accounts payable between business entities. This document provides written verification of debt obligations, including specific amounts, payment terms, and due dates, while complying with Malaysian financial regulations and the Companies Act 2016. It serves as an official record for accounting purposes and can be used for audit trails, financial reporting, and legal documentation. The letter typically includes detailed invoice information, payment history, and may also address any specific payment arrangements or disputed amounts.

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What is a Account Payable Confirmation Letter?

The Account Payable Confirmation Letter is a crucial financial document used in Malaysian business practices to formally acknowledge and confirm outstanding payment obligations between parties. This document is particularly important during financial audits, year-end closing of accounts, or when seeking to establish clear documentation of debt for legal or accounting purposes. Governed by Malaysian law, including the Companies Act 2016 and Financial Services Act 2013, it serves as an official record that details the amount owed, payment terms, and any specific arrangements between the parties. The letter is commonly used to support financial statements, facilitate debt collection processes, and maintain transparent business relationships. It may be required by auditors, needed for corporate governance compliance, or used to support loan applications and financial restructuring efforts.

What sections should be included in a Account Payable Confirmation Letter?

1. Letter Header: Company letterhead, date, reference number, and recipient's address

2. Subject Line: Clear indication that this is an Account Payable Confirmation Letter

3. Opening Paragraph: Introduction identifying the confirming party and the purpose of the letter

4. Account Details: Specific details of the account payable including account number and relevant reference numbers

5. Amount Confirmation: Clear statement of the total amount owed, currency, and as of which date

6. Payment Terms: Confirmation of the agreed payment terms and due dates

7. Authorization: Statement confirming the authority of the signing party to confirm these payables

8. Closing: Standard closing, signature block with name and position of authorized signatory

What sections are optional to include in a Account Payable Confirmation Letter?

1. Payment History: Include when there's a need to acknowledge previous payments made on the account

2. Dispute Declaration: Add when there are any disputed amounts that need to be explicitly noted

3. Payment Plan: Include when confirming a specific payment schedule or installment plan

4. Interest Statement: Add when there are interest charges applicable to the outstanding amount

5. Related Party Declaration: Include when the parties are related entities and this needs to be explicitly stated

6. Currency Exchange Provision: Add for international transactions where exchange rates need to be addressed

What schedules should be included in a Account Payable Confirmation Letter?

1. Schedule A - Invoice Details: Detailed list of all outstanding invoices including invoice numbers, dates, and amounts

2. Schedule B - Payment History: Detailed record of all previous payments made, if relevant

3. Schedule C - Payment Plan Details: Detailed breakdown of installment amounts and dates, if applicable

4. Appendix 1 - Supporting Documents: Copies of relevant invoices, purchase orders, or other supporting documentation

5. Appendix 2 - Authorization Documents: Copies of corporate authorizations or power of attorney if required

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Jurisdiction

Malaysia

Publisher

Genie AI

Document Type

Confirmation Letter

Sector

Sales

Cost

Free to use
Relevant Industries

Manufacturing

Retail

Construction

Professional Services

Technology

Healthcare

Education

Logistics

Financial Services

Real Estate

Telecommunications

Energy

Agriculture

Mining

Hospitality

Relevant Teams

Finance

Accounting

Treasury

Procurement

Legal

Internal Audit

Credit Control

Corporate Finance

Financial Planning & Analysis

Accounts Payable

Risk Management

Relevant Roles

Chief Financial Officer

Finance Director

Accounts Payable Manager

Financial Controller

Accounting Manager

Treasury Manager

Credit Controller

Finance Manager

Accounts Officer

Financial Analyst

Company Secretary

Audit Manager

Procurement Manager

Business Controller

Corporate Finance Manager

Industries
Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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