Friendly Collection Letter
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How to draft a Friendly Collection Letter?
When dealing with unpaid invoices, it's crucial to approach the situation with professionalism and empathy, especially when communicating with valued customers. Our Polite First Reminder Letter template is designed to gently remind customers of their outstanding payments while maintaining a positive relationship. This template is particularly useful for businesses that want to preserve goodwill and ensure that customers feel respected throughout the payment reminder process.
The letter starts by acknowledging the customer’s history of timely payments, reinforcing the positive aspects of your relationship. It then gently reminds them of the outstanding amount and the specific invoice in question, offering a chance to rectify the situation without causing embarrassment or discomfort. The tone is friendly and understanding, ensuring that the customer knows this is a simple oversight that can be easily corrected.
In situations where payments are overdue, it’s important to be tactful. That’s why our template includes phrases that express concern for the customer’s situation, acknowledge that life can be challenging, and offer assistance if there has been an issue with the order. This approach helps in maintaining a supportive tone, showing that your business values the relationship and is eager to work together to resolve any issues.
POLITE FIRST REMINDER LETTER FOR A GOOD CUSTOMER
Dear {client};
You have been a valued customer for many years, and you have always been conscientious about
paying your bills within the 30-day payment period. This is just a reminder that your payment of
{amount} for invoice # {0000} has not been received by our office. If you forgot to mail us your
payment, please send it today. If you have already mailed your check, please disregard this
notice.
As always, if you have any questions or problems feel free to contact us at {phone number} or
{email address}.
Sincerely,
{Your Name}
{Your Title}
COLLECTION LETTER - FIRST NOTICE 30 DAYS LATE
Dear {client};
We know that life can sometimes be difficult and staying on top of invoices is not always easy.
That’s why we wanted to send you a friendly reminder regarding invoice # {000} in the amount
of {$.00} that is currently past due.
If you experienced an issue with your order, please do let us know. If you have any questions
regarding this invoice, please call us at {phone} or contact us via {email}.
We value your business and are here to help you. If your payment has already been submitted,
we thank you and please disregard this notice.
Sincerely,
{Your Name}
{Your Title}
COLLECTION LETTER - SECOND NOTICE 60 DAYS LATE
Dear {client};
We hope that everything is going well for you and that you are enjoying the products that we
provided.
However, it has been two months now since we have received a payment and we are wondering
if there is some sort of problem we can help you with. Have you already put a check in the mail
to us in the amount of {$.00} for invoice # {0000}?
If not, please give this matter your attention today, since we want to be able to extend you credit
the next time you shop with us.
Of course, if there is some sort of problem, know that you can contact us at {phone number} or
{email} so we can help.
Sincerely,
{Your Name}
{Your Title}
COLLECTION LETTER - THIRD NOTICE 90 DAYS LATE
Dear {client};
We show your account has a past due balance of {$.00} Previous attempts to collect the balance
have failed.
Please call me immediately at {phone} to resolve the balance on your account and to avoid
having invoice # {000} referred to a collection agency. Your prompt attention is required to
resolve this issue.
Sincerely,
{Your Name}
{Your Title}
COLLECTION LETTER - FINAL NOTICE - COLLECTIONS/LEGAL
Dear {client};
Your account is now seriously past due. We have sent you numerous payment requests and still
have not received your past due payment in the amount of {$.00}.
Please remit {$00} from invoice # {000} within three days or your account will be closed, any
outstanding orders will be cancelled, and this matter will be referred to a collection agency.
Please call me within the next three business days at {phone} so that we may discuss how to
resolve this quickly.
Sincerely,
{Your Name}
{Your Title}
As the payment reminders progress, our templates escalate the urgency while still prioritizing professionalism and understanding. The second notice, sent after 60 days, maintains a friendly tone but emphasizes the importance of addressing the overdue payment promptly to avoid any disruption to future credit. The third notice, sent after 90 days, increases the urgency, indicating that previous attempts to collect the balance have been unsuccessful and that immediate action is required.
Finally, our Final Notice template, used when all previous reminders have failed, clearly communicates the seriousness of the situation. It outlines the consequences of non-payment, such as the referral of the account to a collection agency, while still offering a final opportunity for the customer to resolve the matter amicably.
Each of these templates is crafted to save you time and ensure that your communications are clear, respectful, and effective. By using our ready-made templates, you can focus on maintaining strong customer relationships, even in the face of payment issues. Download our Polite First Reminder Letter and subsequent collection letter templates today to streamline your payment reminder process and ensure that your business continues to operate smoothly.
Using this friendly collection letter templates guarantees you will save time, cost and effort! It comes in PDF format, is ready to be tailored to your personal needs.
Download this Friendly Collection Letter template now for your own benefit!
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