Write a Collection Letter • Letter Templates and Guide

Guide

1Immediately state the letter's purpose.
2If necessary, tell the customer that it is in his or her best interest to pay you.
3Request payment.
4If appropriate, indicate your willingness to discuss any difficulties the customer may be having with making the payment.

Tips

No matter what type of collection letter you write, it is important to gather all the facts about your customer's account and to encourage your customer to pay the money owed. Always be specific about how much the customer owes and about when the money was due. This way you will avoid future misunderstandings.
In a collection series, the letters should become increasingly stern and demanding until you must finally threaten to take aggressive action against the customer. The collection series in this category outlines six different letters which follow the pattern described above. You may, of course, wish to write more than one of letters two through five. However, do not write more than one of the final letter (letter six) because it will diminish the strength of your message.

Example Letter #1

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I am writing because of the $200 overdue balance on your account. Our previous letters have repeatedly urged you to make payments. We need to resolve this. Your choice is to send a check for $200 in the enclosed envelope by June 30, or call me to discuss other arrangements. If you do not respond, my only remaining choice will be to turn the matter over to a collection agency. Please send your check to avoid further action.

Example Letter #2

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This notice is to inform you that our finance department reports that your account is delinquent. Your payment of $589.00 was due six weeks ago. Each of us at Doe Corporation recognizes your patronage as consistent and valuable. We sincerely hope to continue our business relationship.

Please send your payment now. Should you need to speak with a financial representative, one will be pleased to discuss payment options with you.

Example Letter #3

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Your account continues delinquent. We posted your last payment more than 90 days ago. I am sure you realize that failure to correct this problem may adversely affect your credit record. Further, we will be forced to pursue other available methods. If you have not already sent your payment of $100, please do so. If you are unable to do make this payment, contact us so we can discuss other possible arrangements.

Example Letter #4

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According to our records, we have not received July's payment on your account. The amount due in July, plus a late fee added to your August payment, comes to $231.14.

We must receive your payment by August 25 or we will have to suspend your account until your payments are brought up to date.

If you have further questions, or need to work out another payment plan, please call John Doe at 555-5555.

Example Letter #5

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An urgent reminder: Your subscription payment is past due.

We have sent you several notices, but so far they have been ignored.

We had no choice but to suspend delivery of your journal--that is until we receive payment.

Mail the enclosed invoice with your payment or fax us at 555-5555 and pay by credit card. Pay today to reinstate your subscription.

If you have already mailed payment, please accept our apologies and disregard this notice.

Write Your Letter Step-by-Step

1

Immediately state the letter's purpose.

Example Sentences

Example Phrases

2

If necessary, tell the customer that it is in his or her best interest to pay you.

Example Sentences

Example Phrases

3

Request payment.

Example Sentences

Example Phrases