In the unfortunate event that you need to take legal action, you can refer back to these letters and use them as evidence that you did everything you could to notify the debtor and resolve the issue. Always keep copies of the letters and any response you receive.ĭocumenting your communication with the company or individual that owes you money could be important if they refuse or are unable to pay. The First Collection Letter Template (Past-Due Notice)Clearly sate the number of days and the amount thats past due.Note previous attempts to collect.Provide a copy of the invoice with the communication.Provide payment options and what youd like the customer to do next.Provide your contact information. Adding deadlines will help to make the situation more urgent and give the debtor an incentive to resolve the issue quickly. A collection letter is a written notification to inform a consumer of his due payments. Tell the recipient of the letter what happens next, whether that means they have two weeks to pay without penalty, or whether it means you will send two more letters and begin to charge interest on their debt. For all you know, the missed payment could genuinely be a mistake. Procedures for follow-up on past due invoices should be performed in a. If this is the first letter you have had to send, be extra cautious. If an invoice is not paid in full within the billing term, it is considered past due. The debtor is probably a customer whose business you would value in the future, so try to maintain a professional tone throughout the letter. To keep your account in good standing, payment must be made immediately. A statement of outstanding invoices is attached for your records. ![]() Be professional and courteous.ĭo not include any emotional language or threatening phrases in your letter. OBJECT: NOTICE OF PAYMENT 60 DAYS PAST DUE Dear CONTACT NAME, Our records show that your account is now 60 days past due. ![]() In other words, it needs to be abundantly clear that you upheld your end of the deal but the debtor failed to pay on time. This includes the exact sum of money owed, description of the service or goods provided at the time the transaction took place, what the original payment agreement was, etc. If you are in the position of having to write a collection letter, you need to include all of the details that are relevant to the party receiving the letter.
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