Writing a Reminder Collection Letter
If you work at a bank or an organization which loans out money or has credit based services, you will be required to write several collection letters every day to remind people of what they owe the bank or your organization.
While it is true that some people deliberately skip payments, there are genuine cases as well, where people simply forget to pay their dues on time. Hence, your collection reminder letters need to be professional, civil and polite.
In this guide we will show you how to write a reminder collection letter along with providing a helpful sample and template for your reference.
Tips for Writing a Reminder Collection Letter
- Get your facts straight before writing the letter
- Clearly state all the numbers and dates involved
- Be polite but formal and professional
- Give any relaxation or leniency you have authority for
- Invite queries and offer to help or counsel
- End the letter on a cordial note and sign it before sending
Instructions
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1
Sample of a Reminder Collection Letter
To:
Steven Clark
Director Marketing
Medan Ltd
Ohio, United States
Dear Mr. Clark,
We hope this letter finds you in the best of health and spirits. Unfortunately, we are writing to remind you that your monthly payment to Holborn Bank in the sum of $799, has been due for 7 days now.
As per our policy, we send out a reminder letter for every payment which is due for a week. We understand that you might have had some issues, or perhaps forgot to pay your due installment.
Kindly visit your nearest branch at your earliest and deposit the payment without any additional charges or interest. However, after a period of two weeks, we will be forced to increase the interest rate on your due installment.
If there are any concerns or issues on your end, please feel free to contact me, or any other support representative at our helpline.
Looking forward to our continued partnership,
Yours sincerely,
Phil Jones
Manager Accounts & Collections
Holborn Bank -
2
Template of a Reminder Collection Letter
To:
(Recipient’s name)
(Recipient Designation)
(Company name)
(City, Country)
Dear Mr./Ms.(Recipient’s name),
We are writing to remind you of your existing dues of (Amount due) against your (Loan/purchase etc) from (Your organization’s name).
You were due to make the payment on (Due date), but we have not received it as yet. We understand however, that there might be a mistake in the system or you might have simply forgotten to pay the dues. However, we request that you visit our office nearest to you and contact our support manager.
In case there has been a mistake on our part, please write back or simply call our helpline to inform our customer support agents and they will take care of the rest.
If you fail to respond to this message or make the payment, we will be forced to levy (additional charges/higher interest) on your dues. Kindly write back to us with any concerns you might have and let us know how we can help you out.
Looking forward to your response,
Sincerely,
(Your name)
(Your designation)
(Signature)
