Personalised collection letters

There may be circumstances when an individual letter rather than a form letter is more appropriate. It should then be addressed to a named senior official and marked 'Confidential'.

(a) To a regular payee

Dear

ACCOUNT NUMBER 6251

As you are usually very prompt in settling your accounts, we wonder whether there is any special reason why we have not received payment of this account which is already a month overdue.

In case you may not have received the statement of account sent on 31 May showing a balance owing of £ 105.67, a copy is enclosed. We hope this will receive your early attention.

Yours sincerely

(b) To a new customer

Dear Sir/Madam

ACCOUNT NUMBER 5768

We regret having to remind you that we have not received payment of the balance of £ 105.67 due on our statement for December. This was sent to you on 2 January and a copy is enclosed.

We must remind you that unusually low prices were quoted to you on the understanding of an early settlement.

It may well be that non-payment is due to an oversight, and so we ask you to be good enough to send us your cheque within the next few days.

Yours faithfully

(c) To a customer who has sent a part-payment

Dear

Thank you for your letter of 8 March enclosing a cheque for £ 500 in part-payment of the balance due on our February statement.

Your payment leaves an unpaid balance of £ 825.62. As our policy is to work on small profit margins, we regret that we cannot grant long term credit facilities.

We are sure that you will not think it is unreasonable for us to ask for immediate payment of this balance.

Yours sincerely

Reminder to customer who has already paid

The need for a cautious approach is always necessary since the customer may not be at fault, as where the payment has gone astray, or where the supplier has received it but failed to record it

Request for payment

Dear Sir/Madam

ACCOUNT NUMBER SS42

According to our records our account for cutlery supplied to you on 21 October has not been paid.

We enclose a detailed statement showing the amount owing to be £ 310.62 and hope you will make an early settlement

Yours faithfully

Customer's reply

Dear

YOUR ACCOUNT NUMBER S542

I was surprised to receive your letter of 8 December stating that you had not received payment of the above account.

In fact our cheque (number 065821, drawn on Barclays Bank. Blackpool) for £ 310.62 was posted to you on 3 November. As this cheque appears to have gone astray, I have instructed the bank not to pay on it. A replacement cheque for the same amount is enclosed.

Yours sincerely