Sample Collection Letters
Letter 1: Initial Contact
[Date]
[Debtor Name]
[Debtor Address]
Subject: Outstanding Invoice – [Invoice Number]
Dear [Debtor Name],
This letter is to remind you of the outstanding balance of [Amount] for invoice [Invoice Number], which was due on [Due Date]. Please remit payment as soon as possible.
Sincerely,
[Your Name/Company Name]
Letter 2: Gentle Reminder
[Date]
[Debtor Name]
[Debtor Address]
Subject: Reminder: Outstanding Invoice – [Invoice Number]
Dear [Debtor Name],
We are writing to follow up on our previous letter regarding invoice [Invoice Number]. The amount of [Amount] is still outstanding. Please contact us if you have already sent payment.
Sincerely,
[Your Name/Company Name]
Letter 3: Stronger Request
[Date]
[Debtor Name]
[Debtor Address]
Subject: Overdue Payment – Invoice [Invoice Number]
Dear [Debtor Name],
Despite previous reminders, the balance of [Amount] for invoice [Invoice Number] remains unpaid. We urge you to remit payment within [Number] days to avoid further action.
Sincerely,
[Your Name/Company Name]
Letter 4: Final Demand
[Date]
[Debtor Name]
[Debtor Address]
Subject: Final Notice: Overdue Payment – Invoice [Invoice Number]
Dear [Debtor Name],
This is our final attempt to collect the outstanding balance of [Amount] for invoice [Invoice Number]. If payment is not received within [Number] days, we will be forced to take legal action.
Sincerely,
[Your Name/Company Name]
Letter 5: Payment Plan Offer
[Date]
[Debtor Name]
[Debtor Address]
Subject: Payment Plan Option for Invoice [Invoice Number]
Dear [Debtor Name],
We understand you may be experiencing financial difficulties. We are offering a payment plan to resolve invoice [Invoice Number]. Please contact us to discuss options and arrange payment.
Sincerely,
[Your Name/Company Name]
Letter 6: Acknowledgment of Payment
[Date]
[Debtor Name]
[Debtor Address]
Subject: Payment Received – Invoice [Invoice Number]
Dear [Debtor Name],
This letter acknowledges receipt of your payment of [Amount] on [Date] towards invoice [Invoice Number]. Thank you for settling your account.
Sincerely,
[Your Name/Company Name]
Letter 7: Referral to Collection Agency
[Date]
[Debtor Name]
[Debtor Address]
Subject: Notice of Referral to Collection Agency – Invoice [Invoice Number]
Dear [Debtor Name],
As we have not received payment for invoice [Invoice Number], we are now referring this account to a collection agency. They will contact you regarding the outstanding balance.
Sincerely,
[Your Name/Company Name]
Letter 8: Account Adjustment Offer
[Date]
[Debtor Name]
[Debtor Address]
Subject: Offer to Settle Outstanding Balance
Dear [Debtor Name],
We offer an adjustment of your debt. We can reduce the debt amount. Kindly contact with us to settle. Our offer is for short time only.
Sincerely,
[Your Name/Company Name]
