Do you want to know how to write a collection email to someone? If so, then you can find some daily use freely editable collection email templates and samples here on this page. All these templates can be downloaded for free and you can edit the contents of any of the suitable templates using MS WORD.
Almost every business has debts i.e., the money that other people owe to it. Some are occasional debtors like a customer purchasing something on credit. Some debtors are the permanent debtors of the business who settle their accounts after making payments every now and then. Whatever the case might be, if a debtor fails to pay its debt on the due date, it is the duty of the management of the business to take steps for collecting such debt.
For this purpose, it is best to consider writing a collection email to the debtor or debtors. A collection email is basically a type of reminder or notification email to let the reader know that some amount is required to be paid by them. With the help of the given collection email templates and samples, you can get a more clear idea of what a collection email actually is and how to write an effective one.
Official Collection Email Sample
Subject: Outstanding Balance on Account
Dear Mr. / Mrs. [Name of the Recipient],
I am writing this email to remind you that your account balance of [mention Amount] with our company [mention Name of the Company] is currently overdue. Your account became overdue at [mention Date] and is now [mention Number of Days] days past due. The details of the overdue amount are:
Invoice Number:
Invoice Date:
Invoice Amount:
Description:
So it is requested to pay the outstanding amount as soon as possible. You can also make payments via online transfer or through a debit or credit card. The details of our bank account are:
[Provide Bank Account Details]
Please find attached to this email a statement of customer accounts. If you have any discrepancies or queries related to the outstanding balance, feel free to contact us via the given below contact details.
Thanks a lot!
Sincerely,
[Sender Name]
[Sender Designation]
[Contact Details]
Official Collection Email Template
Friendly Collection Email Sample
Subject: Reminder for Outstanding Amount
Dear Mr. / Mrs. [Name of the Recipient],
As per our customer accounts statement, I have noticed that a sum of [mention Amount] is past due on your account with our company [mention Company Name]. As of now, the amount is currently overdue by [mention Number of Days]. Here are the particulars of the said amount:
Invoice Number:
Invoice Date:
Invoice Amount:
Description:
Being our loyal associate for many years, we know that the said amount might have been overlooked. This email is just a friendly reminder so that you actually know about the invoice that is due to be paid.
We expect that now you will pay this outstanding amount within the next [mention Number of Days] days. However, if you have already paid the aforesaid amount or have remitted it already, then please ignore this email. Feel free to contact us for any details or queries.
Thanking you in anticipation.
Respectfully,
[Sender Name]
[Sender Designation]
[Contact Details]
Friendly Collection Email Template
Collection Email to the Company Sample
Subject: Payment Collection Reminder for Services Provided
Dear Mr. / Mrs. [Name of the Recipient],
This email is to remind you that your company [mention Name of the Company] acquired our services for a lawsuit with one of your new customers named, [mention Name of the Customer]. In that respect, a total amount of [mention Amount] was agreed. From the said amount, a sum of [mention Amount] is due in respect of the services provided. Following are the details of the outstanding amount:
Invoice Number:
Invoice Date:
Invoice Amount:
As of this day, the aforesaid invoice is [mention number of Days] days past due. We realize that you have not done it intentionally and this delay in payment might be due to some reason. However, we felt responsible for reminding you about the undue amount. We also hope that you will clear our dues within the next [mention Number of Days].
Thanks a lot!
Sincerely,
[Sender Name]
[Sender Designation]
[Contact Details]
Collection Email to the Company Template
How to Write an Effective Collection Email?
The collection email samples and templates available here on this page can be used completely for free. Using these simple formats will save you a lot of time and effort. You can also download a template, edit its contents as per your requirements, and simply use it.
But if you want to know how to write an effective collection email from scratch, you just have to keep in mind the following useful tips:
- The subject line must be short and direct. It is better if the subject line mentions the details of the debt that the sender of the email intends to collect from the reader.
- Mention the details of the debt or amount for which you are writing the collection email. These details usually include the invoice number, date, amount, and description of products or services.
- Indicate the period in the number of days or months by which an invoice or an unpaid debt is overdue.
- If you have tried to reach the reader multiple times before writing the email, make sure to mention that.
- Make sure to keep the overall tone of your email very polite and courteous. Though demanding the payment is your legal and moral right but you would not surely want to lose your customer or any other business associate with your rude behavior.
- Give a brief reference to the terms and conditions of the original agreement or contract.
- You can also briefly let the recipient know of the legal consequences that they might have to face in case of non-response to the email.
- Try to keep your collection email concise and direct. Try to keep it as brief as possible while not missing or skipping any important detail or information.
- It is also good to attach a copy of the original invoice or bill with your collection letter for reference.
- Include the modes of payment by which you can accept the payment. Also mention the number of days in which you would expect the recipient to pay the amount.
- Thoroughly proofread your collection email before finally sending it.