- Since this is the sixth and final letter in collection series, it can be formal and persuasive. It is important to convey to the reader about the penalty unless there is an immediate response. You should not be threatening about the reprimand unless you prepare for the follow-up.
- Inform the reader that you have not yet received the overdue payment.
- Mention what would be your course of action if the payment is not cleared immediately.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
This letter is to inform you that the position of your account is still precarious. Please make a payment to clear off all the dues should be made to avoid extreme collection action.
The collection efforts on your account will be stopped once we receive a payment check addressed to ABC Corporation. You should respond to save your credibility without any delays.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Demand payment to avoid aggressive collection action letter.
Further things to consider when writing collection letters to customers
Collection letters are written notifications or official messages sent by a creditor, business owner, or company to customers to inform them of a past due balance. Collection letters usually notify the customers of money owed including instructions of how to make a late payment. They may also include warnings for potential penalties due to late payments or non-payments and notifications for possible legal actions in the event the recipient fails to settle his/her account. Collection letters have been used in instances such as reminding students of overdue tuition fee, requesting customers to pay their credit card bills, demanding payment for a sent parcel, and much more.
Collection letters are usually written in a series. The first letter is just a simple reminder and the tone changes to a more direct and demanding one with successive letters. Constantly remind the customer that your payment is due or past due and request him/her to pay you immediately. Use a polite tone to avoid hurting your relationship with the customer. Include the amount of debt the customer must pay and indicate the next deadline. Mention the consequences of late payment and close the letter on a positive note.
Letters to Customers
Letters to customers are letters written by businesses to people or organizations who buy goods and services from these businesses. These letters can be addressed to specific customers or to all customers, depending on the issue. If you own a business, there are many times you may find it necessary to write to your customers. For example, you may want to send apology letters for billing errors, collection letters to those who owe you money, follow-up letters after initial customers' visits, marketing letters to promote conference events, etc. Constantly writing to your customers is essential as it makes the customers feel valued and strengthens the company-customer relationship.
All letters to customers are formal. Therefore you should maintain a professional tone. Address the customer by his/her name instead of "Dear valued customer". Thank the person for being your customer. Convey your message clearly and concisely without mixing information. Separate important information and label it with subheadings. Avoid putting off the customer with detailed terms and conditions. Instead, put these on a different page. Tell the recipient how to contact you and how to stop receiving letters. Conclude with a positive remark. Write your name and hand sign the letter.