Payment reminder letters are necessary to encourage payment of past-due accounts and should be sent out routinely as a standard accounting practice to protect your company's monthly revenue. Effective reminder letters are short, straightforward statements of fact that do not reflect frustration or anger. Reminder letters should be mailed after a customer falls 30 days behind in payment.
- Skill level:
- Moderately Easy
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Address the letter with a formal salutation such as "Dear Sally Smith" or "Dear Mr. Jones." The salutation should set a businesslike tone as you ask the customer to pay the bill as agreed.
Get straight to the key issue in the first paragraph as you inform the customer that the account is 30 days behind and payment is expected within five business days. Take a stronger tone if the account is farther behind, including suggesting collection efforts if the account is more than 90 days past due.
Write in the second paragraph that the customer's business and loyalty is appreciated, and request that the customer to please call if he or she needs to personally discuss the account.
End with an upbeat valediction or closing, such as "Yours truly."
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