Collection Letter Examples – Compelling Collection Letter Examples

| April 24, 2012 | 0 Comments

Our collection letter examples are designed to both get results, and maintain good customer relations. It is especially important for smaller businesses to recover monies owed while retaining those valuable clients. There can be many reasons a person has not paid their bill, so it is as important to protect their integrity and dignity as it is to recover the debt owed you. This can be very tricky to accomplish, but not so if you make use of our collection letter examples. 

How to Use Our Collection Letter Examples

Because of their nature, collection letters are difficult to write. Many business owners have no idea of how to go about it, often having no point of reference. This is why our collection letter examples are so valuable. They are designed so that you can download them and edit them to suit the needs and details of your business and customers. A collection letter should always be clearly written in language that the customer can understand. Using lots of legal jargon will prove threatening, and consequently ineffective. A clear and direct letter will ensure there are fewer misunderstandings, and lead to a speedy remedy of the situation. Let’s take a look at one of our collection letter examples to see how this is easily accomplished.

A collection letter should always:

  • Clearly state the reason for the letter in the opening sentence
  • Provide further and specific details in the following sentences
  • Offer up a solution to the situation
  • Encourage the recipient to quickly remedy the situation
  • Thank the person for their understanding, attention to the matter, and for their patronage

As the collection letter directly reflects on you personally and your company, it should be written formally and professionally in the business block style of letter writing. All of our collection letter examples follow this format for that specific reason. You’ll begin by writing your name and position, the company name and contact details followed by a space, the date, another space, and the name and address of the recipient as illustrated below.


Mr. James Stevens
Head of Credit Department
Waverley Associates
64 South St.
New York, NY
07154
Tel: 202-444-5678

October 12, 2011

Mrs. Carla Roberts
18 11th Street
New York, NY
07159

It is important that you pay careful attention to your tone and the wording you use in your letter. Being too bullish will only cause the customer to resist, while being too complacent may prolong the situation. Being firm yet encouraging and forthright is quite an art form, but it can be accomplished. Notice how this one of our collection letter examples is very business-like without being bullish or overbearing. It simply states the facts, yet implies understanding, and offers assistance to the customer if they require financial help.

Dear Mrs. Roberts,

Upon reviewing our records we find that your account is in arrears to the amount of $549.63. This account is overdue by 90 days, and in spite of numerous requests we have not received payment.

If you require assistance in the form of a payment plan, please contact me immediately; otherwise please remit the full amount within 10 days from the date of this letter to avoid closure of your account.

Failure to take any of the above actions will result in your outstanding balance being referred to a collection agency.

If you have any questions regarding this matter or feel there is an error on our part, please contact me as soon as possible on 202-444-5678 ext. 549 so that we may come to a quick resolution.

If payment has already been made, please disregard this letter.

Sincerely,

Mr. James Stevens
Head of Credit Department
Waverley Associates

In this one of our collection letter examples, the writer has conveyed the urgency of the situation, yet offered help, and even denotes that the recipient may have even made payment in the meantime. This shows good customer relations, and leaves the door open for further communication. The end result is a well written, to-the-point letter that in its entirety looks like this:

Mr. James Stevens
Head of Credit Department
Waverley Associates
64 South St.
New York, NY
07154
Tel: 202-444-5678

October 12, 2011

Mrs. Carla Roberts
18 11th Street
New York, NY
07159

Dear Mrs. Roberts,

Upon reviewing our records we find that your account is in arrears to the amount of $549.63. This account is overdue by 90 days, and in spite of numerous requests we have not received payment.

If you require assistance in the form of a payment plan, please contact me immediately; otherwise please remit the full amount within 10 days from the date of this letter to avoid closure of your account.

Failure to take any of the above actions will result in your outstanding balance being referred to a collection agency.

If you have any questions regarding this matter or feel there is an error on our part, please contact me as soon as possible on 202-444-5678 ext. 549 so that we may come to a quick resolution.

If payment has already been made, please disregard this letter.

Sincerely,

Mr. James Stevens
Head of Credit Department
Waverley Associates

In closing, you should always imply that you believe the debtor will pay their outstanding balance. If you have the resources, including a postage paid envelope for the payment is recommended. The more convenient you make it for the customer to pay their debt; the sooner it will be paid.

To get started with balancing your accounts, Download This One of Our Collection Letter Examples and tailor it to suit your personal requirements.

Tips and Useful Sentences you Can Use with our Collection Letter Examples:

  • Don’t take non-payment of bills personally. Stay business like, and give some thought as to why the payment is overdue. Could be that the customer just forgot, or didn’t receive their statement.
  • Be gentle at first, only increasing pressure and directness gradually in follow-up letters.
  • Use multiple methods of contacting your customer – direct mail, email, telephone etc.

Category: Collection Letter Examples

About the Author ()

Melanie Walters is a writer and editor for several businesses both online and offline. Her experience with writing business letters and marketing materials has helped her understand exactly what works in written communication for businesses. In the 10 years she's been writing, Melanie has amassed a large collection of letter examples that she gladly shares with you here on Letter Example Help.org

Leave a Reply