About writing this letter
When it came to this stage there is no one want to do such a thing. There are many things can happen especial for finance status. As you are working for your company so you need to take action to make sure that the collection is taking in a good manner and on time.
The following are sample letter of notice before taking further action to late payment of a good customer.
First Collection Letter- Past Due Notification
Dear Mr. Smith,
This is just a friendly reminder that your account is past due. According to our records your balance of $573.25 is currently X days past due. We have emailed a detailed copy of your account statements. In the event you have not received these messages and documents, we have provided a summary of your account below.
- Invoice number: 12345
- Invoice Date: 08/15/16
- Amount: $573.25
- Due Date: 10/15/16
- Days past due: 03
We would much appreciate if you could let us know the status of this payment. Please contact us or send your payment of $573.25 to the address below by April 16, 2015 if you have not already done so.
XYZ Company
ATTN: Accounting Dept.
111 Main Street
Chardon, Ohio
44024
If there is some error or you are unable to pay at this time, please contact me at 440-222-2324 x123 so we can correct any errors or arrange for another payment plan. Thank you for your prompt response to this request and for your continued business.
Sincerely,
Jeanne Lee
XYZ Company
440-222-2324 x123
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Polite First Reminder Letter for a Good Customer
Dear {client};
You have been a valued customer for many years, and you have always been conscientious about paying your bills within the 30-day payment period. This is just a reminder that your payment of {amount} for invoice # {0000} has not been received by our office. If you forgot to mail us your payment, please send it today. If you have already mailed your check, please disregard this notice.
As always, if you have any questions or problems feel free to contact us at {phone number} or {email address}.
Sincerely,
{Your Name}
{Your Title}
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The Final Notice: The Most Important Document Before Debt Collection
Dear Client,
It has come to my attention that you have not complied with our formal requests for payment. Please see the attached invoices that document the sum of your outstanding balance past due. On January 1, 2015 you approached our company for [product or service provided]. The service was completed expeditiously and in accordance with our [agreement or contract]. The total balance due is $2,500. It is very important that we hear from you regarding your payment intentions on this account.
We will delay any action for 10 business days, until [22 June 2015; Note: assuming this is 10 business days from the date of the letter] to allow you the opportunity to make payment arrangements. Be advised, the next step is to place your account with a collections agency. Please contact the undersigned no later than 22 June, 2015 to let us know of your intentions. Pursuant to the credit agreement you signed, we will be adding [30%] to the total balance to cover the cost of collections once we place your account with National Service Bureau.
Respectfully,
[Undersigned]
[Phone Number]
[Email]
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Demand Payment on a Delinquent Account
Dear [name],
I have been authorized to refer your account to a collection agency. I do not believe this action to be necessary, if you will make some effort to cooperate with us. In the hope that you will cooperate, I am delaying further action for ten days from the date of this letter. Should you fail to make payment within that time, I will authorize Kansas Business Bureau on November 1 to proceed against you in appropriate ways to collect the balance of $603.40. This is your final opportunity to arrange for payment directly to us. I urge your cooperation.
Please make payment to:
Doe Corporation
1600 Main Street
Springfield, Kansas 12345
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FINAL NOTICE
Date
Your Customer's Name
Your Customer's Address
Invoice Number: Invoice number
Amount Due: Amount Due
Collections Process Begins: Date that Collections Process Begins
Dear Your Customer's Name:
As of this date, your payment has not been recieved, and thus your account remains past due.
Unless you promptly cure the default on this account, it will be forwarded to a national, third-party collection agency.
We urge you to make immediate payment of the above past due amount.
To avoid the collections process, please ensure that we receive payment before the “Collections Process Begins” date printed above. See your invoice or contact us if you need the payment information again.
Please be advised that nothing in this letter is intended to waive any rights or remedies available to us under your contract, at law or in equity, all of which are expressly reserved.
Thank you for your attention to this matter.
Contact's Name
Contact's Email Address
Contact's Phone
Contact's Mailing Address
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8:26 PM
Khate
