Credit and collections: First letter

Yes, the dreaded credit and collection letter. Perhaps your organization writes its own or perhaps you hire an outside agency. These letters must be strong, yet polite. After all, the reader may have forgotten to pay the bill or may be undergoing temporary financial distress. So, while you do want your money, you don’t want to alienate the reader. Make this a one-paragraph quickie, changing only the date and dollar amount with each new letter.

First sentence : Remind the reader of the amount owed and the date of the first bill.

Second and third sentences : For businesses, ask if you should contact someone else in the business and invite the reader to call with questions or problems. For individuals, ask if the reader has a problem paying the bill and invite the reader to call with questions or problems.

Closing : Express your appreciation if the reader has already mailed the check.

Dear John Dillard, Please know that we have not received a payment for your $400 bill for a half-page advertisement in the Sunday business section. If we should contact another representative from your office about this matter, or if you have any questions, please call me at extension 1245. If you have already mailed your check, thank you. Sincerely,