- This letter is a first gentle reminder to the customer about your payment that is past due. A billing statement could be attached. You could attach a disclaimer about the payment to have been credited already.
- A gentle reminder to the customer about the payment that is past due.
- Mention the amount that is to be paid.
- Also, state that you may have been paid. Acknowledge the gratitude if the customer has already paid.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
It has come to our notice that you have not paid the amount that was supposed to be paid on March 2. We hope you will pay us soon.
The due amount is $2,000.
All the charges and fees are included in this amount.
Even if you have paid the amount, you still have to meet us so that we may resolve any remaining issue. Also, we need to make corrections on your account.
If you are undergoing financial crisis, please see a representative of our office so that we can devise a flexible plan for you to pay back the loan. You can also be provided with counseling and assistance.
Please call us so we may start working to resolve this situation.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Letter to politely remind a customer that payment is past due.
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.