1. Talk to your client about the action taken against him/her in a polite way. Don't forget that you have to ask for regular payment. But you also want to maintain your customer's business.
  2. Tell your customer that they are behind on their payment. Also, state the amount they have to pay.
  3. Inform the customer about the penalizing action taken against their account. Then describe the process of regaining full credit privileges.
  4. Finally, schedule a meeting with your client. Double check any possible error in your records.


[Senders Name]
[Address line]
[State, ZIP Code]

[Letter Date]

[Recipients Name]
[Address line]
[State, ZIP Code]

[Subject: Normally bold, summarizes the intention of the letter] -Optional-

Dear [Recipients Name],

According to the telephonic talk with you, I realize that you have been unable to pay your earlier due of $370 against a total due of $2000. May I tell you that you will have to pay the outstanding amount immediately as soon as possible, and from now on you will have to pay cash for all your transactions.


[Senders Name]
[Senders Title] -Optional-

[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -