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],

We regret to inform you that the account you hold has passed the payment deadline date. On this day, it has already been 90 days since you have not sent payment for the same. We have thus temporarily suspended your credit line privileges. As soon as you make the necessary payments we'll reinstate your account, but you will have to pay by better methods in advance in the coming future. Also, if there is an issue you want us to be aware of, please let us know in writing form in the following five days.

Sincerely,

[Senders Name]
[Senders Title] -Optional-

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