Collection email template

This also gives you a last final attempt to collect, and when lawyers are involved, people usually start to hustle. This letter is significantly shorter than the others because it is simply a notification letter.

It will serve as proof of the multiple times the customer was contacted, the invoice in question and the amount that is due. Remember: even as the final notice, you still must remain professional. Nor have we gotten a response to numerous phone calls, emails, or the letters sent on , , or. Because we have failed in our attempt to work this out with you directly, I regret to inform you that we have reported this issue to the credit bureau and turned this invoice over to a collection agency who will be in contact with you in regard to the payment of this invoice.

All Rights Reserved. Previous Next. Collection Letter Templates Introduction Most accounts receivable professionals barely have time to make all the phone calls necessary and send out every email, let alone make an individualized past-due notice for every step of the collections process. The First Collection Letter. This first collection letter should contain the following information: Days past due Amount due Note previous attempts to collect Summary of account Instructions- what would you like them to do next?

Invoice number: Invoice Date: Amount: Due Date: Days past due: We would much appreciate if you could let us know the status of this payment. The second collection letter should include: Mention of all previous attempts to collect, including the first collection letter Original invoice due date Days past due Invoice number and amount Instruction- what should they do next?

Thank you in advance for your prompt response to this letter and for your continued business. Sincerely, The Third Collection Letter At this point, you have now sent multiple letters and made multiple attempts to collect. By simply stating the facts and what the impending consequences The third collection letter should include the following information: Mention of all previous attempts to collect Invoice number and amount Original invoice due date Current days past due Instructions on what they should do next A warning of the impending consequences Your contact information and final request to contact you The Third Collection Letter Template Dear , At this time we still have not heard from you in regards to invoice which was due on nor have we gotten a response to the letter sent on , the letter sent on , or our numerous attempts to call and email you.

Sincerely, The Final Collection Letter and Notice of Legal Action With this final collection letter, you have now done everything you can and are simply letting the customer know that the matter is no longer in your hands. Want more helpful resources like this? Download the Toolkit. Related Posts. March 1, June 18, April 23, October 24, October 22, The sample email is written to remind the customer to renew the collateral certificate before the expiry date Best-practices:.

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The sample email is written to inform the customer regarding payment dues Best-practices:. Click on the icon to download the email templates Pro-active Payment Reminder. The sample email is written to inform the customer regarding early payment discounts they can avail Best-practices:.

Click on the icon to download the email templates Early Payment Discount Reminder. Click on the icon to download the email templates First Past-due Reminder.

Click on the icon to download the email templates Second Past-due Reminder. Couple this with the considerations of how many emails your recipient receives per day. Our testing has found the combination of your business name, and the invoice reference number is required to hit the sweet spot.

The rest of the email is clear and concise, much like the subject line. Remember to cover off:. Articulating your inquiry, as such, works wonders in building a friendly rapport with your customer and helping future invoices get paid quickly and easily. In the early days after an invoice is overdue, you no longer want to politely nudge your customer to see if payment is on track. You should still be polite, of course, but your goal is now to get a payment date agreed as soon as possible.

The objective here is positively but firmly communicating that there are outstanding payments due , this sample is a proven method of getting overdue payments paid. We have yet to receive payment from yourselves of [amount owed on invoice] in respect of our invoice [invoice reference number] which was due for payment on [date due].

It follows many of the principles outlined for our Before Due email template. One key difference is the ask for when payment can be expected. We recommend Early Overdue emails are sent at a frequency of once every weeks so that you project credit control competence to your customer but without harassing them. If customer invoices are regularly becoming late, and you have overdue as the norm, it may be worthwhile distinguishing your business' good and bad payers. Follow-ups can be adjusted and tailored accordingly for each group to maximise your chance of prompt payments.

The best practice email template continues to try and achieve the goal of Early Overdue getting a payment date agreed. The differentiators are letting the customer know late payment is not okay and adding an element of urgency to payment reminders. The objective here is to show how best to respond to overdue invoices using our overdue payment reminder email sample; it serves as a strong mail for overdue payment and offers an effective solution on how to follow up on overdue invoices in a professional manner.

This invoice is now [number of days overdue] days overdue and is becoming really problematic for us. Please could you let us know about when payment will be made as a matter of urgency. You can see that, along with the other templates so far, this still shares the core principles of clearness, conciseness, and politeness. Doing the latter will only put them on the defensive and not help you achieve a mutually agreeable outcome at all, not to mention sour the relationship.

The objective here is to do relationship-building and encourage positive behaviour by appreciating clients while also being firm. This email template is thank you for the payment message sample. I just wanted to drop you a quick note to let you know that we have received your recent payment in respect of invoice [invoice reference number].

Thank you very much. We really appreciate it. As with all our above templates, the Thanks For Paying template follows many of the same core principles, such as clearness, conciseness, and politeness.