The clearer you are the better chance you have of being paid, and you are building an accurate paper trail if account ever makes it to litigation. In your final sample collection letter, you must inform the customer what consequences there are, and when, for not paying now. For example: If your payment is not received by , your account will be sent to debt collection agency.
You should not threaten to use a collection agency, report to the credit bureaus, or take legal action unless you prepared to follow through with them. You should never send any additional collection letters out after your final one. Turn it over to the collection agency and move on. You will be notifying the customer that if they do not pay immediately, you will be forced to refer their account to a collections agency or involve a lawyer. Although the third collection letter can be quite frustrating, it is important to continue to remain professional.
By simply stating the facts and what the impending consequences. The third collection letter should include the following information:. 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. I hope to hear from you before this action must be taken to avoid damage to your credit rating or our future business relationship.
Please contact me immediately at so we can get this matter settled. 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. Although it is not mandatory to let the customer know that their account has gone into collections or turned over to a lawyer, it can help to keep the relationship in good standing and make a smooth transition.
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.
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