GUIDELINES

  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.

SAMPLE LETTER

[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],

The Jin's account balance of you shows an over limit of $20(including $5 as a penalty). You should have paid this around 80 days back, and since you haven't, therefore, we'll have to suspend all the privileges associated with your account. If you think that there has been a mistake, then please let us know in writing. We appreciate your patronage.

Sincerely,

[Senders Name]
[Senders Title] -Optional-

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