Example Letter #1
You are a valued customer and we have appreciated your business through the years. Reviewing your file today, I noticed that you are 90 days past due on your June 20, 2018 bill. As you know, all invoices are due 30 days net. We have called your office three times in the last month regarding your account. I must ask you to pay your account in full by October 31, 2018, or I will turn your account over to our collection agency. I am willing to work with you, but I can do nothing unless you respond.
Example Letter #2
Thank you for patronizing Doe stores over the years. Doe values each customer's business. Unfortunately, the bank has returned two of your checks to us because of insufficient funds. We are charging you a $25 returned check fee on each check. We regret that we will no longer be able to accept your checks, although we welcome your cash or major credit cards. If you would like to discuss this matter with a Doe representative, phone us at 555-5555. We appreciate the opportunity to continue business with you.
Example Letter #3
Have you forgotten us? Sometimes it is easy to overlook our bills. We value your patronage, and hope to be able to continue our business relationship. It has come to our attention, however, that your most recent invoice is 90 days past due. You have not responded to our two previous letters. If we do not receive a minimum payment within 15 days, we will be forced to cancel your credit line with Walfield Lumber and turn the account over to collections. Your payment must be at least $450, ($400 minimum plus two $25 late fees). If you have sent a payment, kindly disregard this letter. If you cannot make a minimum payment by the prescribed date, please telephone me at 555-5555 to make other arrangements. I am confident we can come to an equitable solution.
Example Letter #4
I have enclosed a copy of your recent order which you charged to your credit card. Unfortunately your credit card was not approved. Because I am sure this is the result of an oversight or some mistake on the bank's part, please call me at 555-5555 and tell me how to proceed. You may also send a check or money order payable to the company:
1600 Main Street
Springfield, Kansas 12345
Your check or money order should be for the amount of your recent purchase, which you will find highlighted at the top of the copy of the enclosed order. Please include your customer ID number with all correspondence.
Your immediate attention to this matter will be greatly appreciated.
Example Letter #5
We value our association with you and have enjoyed serving your needs. However, unless we receive payment for the $378.13 outstanding balance on your account by January 30, we will have to suspend your credit privileges. If you would like to speak to one of our customer representatives, please call 1-800-555-5555 between 8:00 a.m. and 7:00 p.m. I am confident you will want to work this out so we can continue to do business.
Write Your Letter Step-by-Step
Start positively. Assure the customer that you have valued his or her business and that you wish to keep him or her as a client.
Tell the client what action you plan to take and why.
Close the letter on a positive note. Offer to do whatever you can to help. Assure the reader that you believe he or she will rectify the situation.