Free 90-Day Collection Letter Samples

You’ve rendered your service or supplied a product, but your client isn’t paying. This is a common problem in the business world. When clients refuse to pay up after a stipulated period, it’s time to write to them to remind them.

This is where a 90-day collection letter comes in. With this letter, you can remind them of what they owe and the need to pay as soon as possible. This article includes some 90-day collection letter samples for you.

How to Write a 90-Day Collection Letter

A 90-day collection letter is a written reminder to an individual or entity that has failed to make timely payment within 90 days. It is important to send such letters on time.

This helps establish clear expectations and prompts the debtor to act quickly to avoid any legal actions. While there are many different ways to write a 90-day collection letter, the following provides some simple tips for crafting a successful message. 

Include All Relevant Details

The first step in writing this type of letter is to ensure that all the relevant details are in the letter. This includes the customer’s name, address, account number, payment amount, and date. Including this information helps to keep the customer informed and aware of their obligations. 

Keep the Tone Professional

The tone of the letter needs to remain professional yet firm throughout. The language should be courteous but assertive when demanding payment. Using phrases like “Your prompt attention to this matter would be appreciated” makes it clear that you expect the payment while keeping things polite. 

Offer Multiple Means of Payment

When sending out a past-due notice letter, it is helpful to provide multiple means of contact and payments.

Options such as mailing a check or visiting a website to set up electronic payments should all be outlined in the letter. This makes it easier for customers to find an appropriate method to settle their debts quickly. 

Include Punitive Measures

In addition, it is essential to include a statement indicating the actions you’ll take if payment is not received within the specified timeframe.

For instance, collection agencies could become involved or legal action may be pursued. By providing clear instructions and warnings regarding potential consequences, the customer will likely take the necessary steps to avoid trouble. 

90-Day Collection Letter Samples

Below are some 90-day collection letter samples for you to peruse.

Template 1

Dear [Name], 

This is a past-due notice regarding invoice [Number] we sent you on [Date]. Unfortunately, this payment has been overdue for some time now. We kindly ask that you settle your balance as soon as possible. 

We understand that there may be extenuating circumstances affecting your ability to pay. If so, please contact us, and we will do our best to accommodate your needs. If left unresolved, however, the situation could ultimately require action from our collections team. 

As a reminder, our payment terms are [X] days after receipt of the invoice. Our records indicate we have not received your remittance within the stated timeframe. Please find our contact information below if you need additional assistance or clarification. 

Please reply to this email to confirm receipt of this message. If we don’t hear back from you by [X] day(s) from today’s date, we will proceed with collection efforts. 

Thank you for your understanding in this matter. We look forward to hearing from you shortly. 

Sincerely, 

[Your Name]

Template 2

Dear [Name], 

This letter is a formal notice that your invoice with reference number[Invoice Number] is overdue. The payment was due on [Due Date], but to date, no payment has been received by us. 

We kindly ask you to remit the outstanding balance of [Currency] [Outstanding Balance] within seven days of receiving this email. If we do not receive any payment on or before [Deadline], legal proceedings may ensue, and you’ll incur additional costs for recovery efforts. 

Please contact our accounts department immediately if there is any reason why payment has not been made. We sincerely value our relationship and would appreciate timely responses. 

Yours faithfully, 

[Sender]

Final Thoughts

It’s easy to see the benefits of sending a collection letter, but there’s much more to the process than that. Like any other form of communication, sending such a letter requires certain elements to ensure the debtor takes the letter seriously. It usually requires a blend of firmness and politeness.