Business letters require a simple and direct writing style, according to the University of North Carolina. Write your business letter as though the recipient has little time to read it. Use language that is factual, brisk and to the point. When a customer or client fails to pay your invoice, you will need to write a letter requesting a check. Such letters might feel uncomfortable to write, but a disciplined approach will help your efforts to collect. Begin a series of persuasive letters that progressively escalate in tone and consequence appropriate to the length of delinquency. (Reference 2)
Instructions
1. Send your customer a simple reminder of the delinquent payment. Write a friendly, understanding note and ask if your customer forgot to make the payment. Reference the account number, the due date, the payment amount and late charges. Include a copy of the invoice that you have stamped past due. Create a form letter for this kind of reminder.
2. Compose an inquiry letter that reviews the benefits of the products or services you provided for your customer and emphasize your appreciation of their business. Spell out the details of the financial terms contained in your customer agreement. Reference the purchase date and price. Use positive, professional language and a friendly tone, but conclude your letter by stating your expectation for a prompt resolution.
3. Write your final notice using straightforward, no-nonsense language. Quickly review the facts of the purchase, including date, terms, payment history and your history of attempts to collect the unpaid balance. Tell your customer this is the final opportunity to settle the obligation before you refer the matter to your attorney or a collection agency. Set a specific response date and warn your customer about the consequences for failure to respond, such as how it affects your business relationship and the customer's future credit.
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