Our collection timeline will help you figure out what type of letter or communication to send and when to send it. This still leaves the question of what a collection letter should say. We recommend an approach based on the age of the account and history with the customer.
Tips to Remember for all letters
You should make sure to keep it short and sweet. Let your customer know why they are receiving this letter within the first few sentences. You should also always be polite with increasing levels of firmness depending on the circumstances. The letter should still make it clear you expect to be paid in full. Finally, It is important that you always include the details of the account. This includes invoice number(s), the total dollar amount owed on the account, and the date that the payment was due. The last thing you need is a customer making excuses because you did not include the proper details.
We recommend that the initial letter should be a friendly reminder. Here is an example of what that should look like:
Example Template
Dear [Customer name],
Thank you for your recent business. We look forward to a continued business relationship.
I just wanted to send you a quick reminder regarding invoice number [000000] for [$0,000.00] which is now past due. Payment was due [date of payment due] and is now [# of days} late. If payment has not already been sent, please send your payment today in order to keep your account current.
Should you have any questions or problems regarding this invoice, please give me a call.
Thank you for your attention to this matter.
Sincerely,
[your name]
Notice that the tone is friendly but professional. The matter is serious and you don’t want that fact to get lost. At the same time, this approach serves as a ‘reminder’ under the assumption that the payment has simply gotten lost in the shuffle.
Taking a friendly reminder stance when making your first contact about a past due bill is a great way to initiate action while promoting goodwill with your valued customer.