How to Write Collection EmailsBack to the Email TEMPLATES | How to write an Email It's very easy to overdo it unless you know the easy way how to write collection emails or letters. The old idea was that any expense or any threat was justified if it got the money. But among the more advanced collection departments common sense has crept in, and it has been ascertained by cost-finding methods that it is not worth while to pursue a small account beyond a certain point and that when that point is reached it is better to drop the matter. How far it is wise to go in attempting to collect an account is a matter of cost-versus-benefit calculation, unless one has a penchant for throwing good money after bad. The point to bear in mind in writing a collection letter is that it is a collection letter -- it's main purpose is to get money which is owed. It would not seem necessary to emphasize so entirely self-evident a point were it not unfortunately sometimes overlooked and the collection letter made an academic exercise. There is no excuse for a long series of collection letters -- say eight or ten of them. After a person has received three or four letters you can take it for granted that he or she is beyond being moved by words. You must then have recourse to some other mode of reaching that person.
The average writer of a collection letter usually gets to threatening something or other and quite often exposes himself to the danger of counter legal action. It is our recommendation to always have your collection emails and letters approved by your attorney before sending them out; especially the ones that contain any threats. The most successful collection emails do not threaten. The best of them actually promote good-will through their handling of the accounts. The bully-ragging, long-winded collection letter has no place in self-respecting business. The so-called "statements of collection" by which papers drawn up to resemble writs are sent through the mail, or served, not only have no place in business but some of them may actually be illegal. Consult your attorney first. The letters below have been chosen both for their effectiveness and their courtesy, and they are posted for information purposes only and without any claim to their legal status. We are not responsible for any results that may arise from their use or misuse. It is, by the way, not often wise for the creditor to set out his or her own need for money as a reason why the debtor should pay the account. It is true that the sympathy of the debtor may be aroused, but the tale of misery may lead him to extend comfort rather than aid. However, several such letters have been included, not because they are perfect but because sometimes they may be used.
Most firms have adopted a series of collection letters beginning with the routine email reminder of an overdue account and following with gradually increasingly personal second, third, fourth, and so on,letters. First Email (sometimes also sent out printed on a postcard) SUBJECT LINE: Overlooked payment FROM: ACME Corporation Dear Mr. Smith, We are sending the enclosed Account Statement to you as we believe you have overlooked its payment. Please let us know if you have any questions. Many thansk in davance. Sincerely, Pat Brown ATTACHMENT: Account Statement Second Email FROM: ACME Corporation Dear Mr. Smith, There appears an amount of $229.36 still unpaid in your name for the months of October to January which, according to our terms of sale, is now overdue. If no adjustment is necessary, we trust you will kindly favor us with a check to settle the matter expediently. If you choose to do so, you can pay online as well at www.[ACME web site].com. Please click the Accounts Payable tab and follow the instructions. Sincerely yours, Pat Brown ATTACHMENT: Account Statement Third Email FROM: ACME Corporation Dear Mr. Smith, Our emails of February 15th and March 15th have brought no reply from you. We followed these emails with a First Class notification mail sent by USPS to your above address. Since it has not been returned by the Post Office we must assume that you received it. You naturally wish to keep your credit clear. We wish to have it clear as well. It is really to our mutual benefit to settle this $229.36 debt as soon as possible. Will you not send a check (or pay online at www.[ACME web site].com) and keep your account and credit line clear and intact? Hoping to continue to serve you in the future. Sincerely, Pat Brown ATTACHMENT: Account Statement Fourth Email FROM: ACME Corporation Dear Mr. Smith, We have no desire to resort to the law to collect the $229.36 due us, but unless your remittance is in our hands by May 1st, we shall take definite steps for the legal collection of your account. May we hear from you at once? Sincerely, Pat Brown
The following collection emails have varying degrees of formality and are again presented here for informational purposes only. You are welcomed to use them after substituting the generic details with your own personal information, as appropriate. Heading and signature blocks are omitted for brevity. Dear Mr. Smith, A statement is enclosed of your account, which is now past due. A remittance will be appreciated. Yours truly, Dear Ms. Smith: We'd like to call your attention again to your past-due account for the month of January for $390.52, a statement of which was mailed to you several weeks ago. We shall appreciate receiving your check in payment of this account by return mail. Or you can also make your payment by going to our web site www.[ACME web site].com, clicking the Accounts Payable tab and following ine instructions. Very truly yours, Dear Mr. and Mrs. Smith, Two weeks ago we mailed you an account statement due at that time, and as we have heard nothing from you we thought it possible that our letter may have been lost in the mail. With this email we are sending you a duplicate of the that statement, which we hope may reach you safely and have your attention. Very truly yours, [FOLLOW UP to the preceding letter] Dear Mr. and Mrs. Smith, We call your attention to the enclosed account statement of account which is now past due. We have sent you two statements previous to this, plus an email, to which you seem to have given no attention. It may be possible that you have overlooked the matter, but we hope this will be a sufficient reminder and that you will reinstate your account to good order with a remittance without further delay. Sincerely yours, P.S. You can make your payment by simply going to our web site www.[ACME web site].com, clicking the Accounts Payable tab and following ine instructions. Dear Mr. Smith, We are enclosing your account statement and we request as a special favor that you send us a remittance previous to the 28th of this month if possible. The amount is small, but not the less important. We have unusually heavy obligations maturing on the first of next month and you will understand that for the proper conduct of business the flow of credit should not be dammed up. In looking over your account for the last few months, it occurs to us that we are not getting a great deal of your business. If this is due to any failure or negligence on our part, perhaps you will undertake to show us where we are lacking because we surely want all of your business that we can get. Very truly yours, [FOLLOW UP to the preceding letter] Dear Ms. Smith, We wrote you on 18th February and enclosed a statement of your account. We hoped at the time that you would send us a check or pay online at our web site www.[ACME web site].com. If our account does not agree with your records, kindly let us know at once so that we may promptly adjust the differences. We hope that you can accommodate us as requested in our previous email and that we will hear from you by the 10th of March. We again assure you that a remittance at this particular time will be greatly appreciated. Also please remember that we want your orders, too. Prices on premium cleaning solutions are likely to make a sharp increase within a few days. Sincerely yours, Dear Ms. Smith, We are attaching a statement showing the condition of your account at this writing, and we must ask you to be kind enough to do your utmost to pay the outstanding amount of $554.89 either by check or by logging on to our web site www.[ACME web site].com. Our fiscal year closes January 31st and it is naturally our pride and endeavor to have as many accounts closed and in good standing as is possible for the coming year, and we believe we can accomplish with your kind cooperation. Very truly yours, How to write a Critical Email Have a Great Tip, Photo or Comment About This Topic?Do you have a great tip or photo about this? Something that you believe we should read or see? Contribute and share it today! |