Key Follow Up Collection Email Writing Tips + Template

Late payments can significantly affect a business’s cash flow. And most times, it will take more than one reminder to get customers or clients to pay up. It can be frustrating, but it’s nothing a well-written follow up email for collection can’t fix.

In this article, we’ll walk you through the steps to writing a firm and persuasive follow up email. We’ll also be sharing some sample templates that you can refer to.

So if you’re ready to get those payments flowing in, let’s get started!

Why You Should Send Follow Up Emails

Sending follow-up collection emails is a crucial step for businesses in collecting payments.

Not only does it help create urgency, but it also provides clarity and establishes an ongoing dialogue with customers. This can make all the difference in ensuring prompt payment and improving customer relationships.

How Soon Can You Send a Follow Up Email?

A general rule is to wait at least 1-3 days before you follow up with your content. This will give them enough time to settle their payment if they read your previous email.

Sending them a follow up email too soon may seem too pushy or aggressive. This can harm your relationship with the client or customer. But you also don’t want to wait too long before you follow up. Your contact might lose the context of your message.

How to Write a Follow Up Email for Collection

Craft an Appropriate Subject Line.

Create a subject line that accurately reflects the content of the email without being too demanding or aggressive. A concise subject line will make it easier for your recipient to identify the purpose of your message.

Begin with a Friendly Introduction.

When crafting a follow-up email for collection, start by introducing yourself and explaining why you are sending the message. Keep the introduction polite, respectful, and professional while getting your point across.

Personalize Your Follow Up Email.

Add an element of personalization to your email by mentioning names and referring to past conversations or engagements. This will add a friendly yet professional touch to your message.

Mention Payment Details & Deadline.

After introducing yourself and the reason for your message, provide detailed payment instructions. Tell them how much money is due, when it should be paid, and what form of payment you accept.

Make sure to mention any late fees that could apply if the bill isn’t settled on time.

Offer solutions.

Make suggestions of realistic ways the debtor can pay off the debt (i.e., installments, discounts). Presenting viable options encourages conversation between both parties, which can result in a successful resolution.

Include Contact Information.

Be sure to include contact information at the end of your follow-up email. This lets the recipient know who to contact if they have questions or need further clarification. Provide multiple methods of communication, such as phone numbers and email addresses.

Sign Off Politely.

End your follow-up email with a polite sign-off that expresses appreciation for the reader’s attention and willingness to resolve the issue promptly.

Key Email Writing Tips

• Be Concise: Keep your message short and concise, especially if you request payment. This will show respect for the recipient’s time and make it more likely that they will respond promptly. 
• Personalize Your Message: Use the recipient’s name or company in your email. Customizing the message shows that you care about their situation and incentivizes them to respond quickly. 
• Include Specifics: Give the recipient the amount of money owed, the due date, and any other relevant details they might need. Doing so makes it easier for them to find the necessary information without searching multiple emails. 
• Use Positive Language: When discussing debt collection, use positive language as much as possible. Avoid words like “demand” and instead focus on phrases such as “we would appreciate” or “please consider this request.” 
• Follow Up Promptly: If you do not receive a response within a reasonable timeframe, send another follow up email. Staying on top of communication is essential when collecting payments from customers.

Follow Up Email for Collection Sample Templates

Sample 1

Subject Line: Payment Reminder for [Invoice #]

Dear [Name],

This is a polite reminder that the payment due on [due date] has not yet been received. As agreed, we must keep current with our payments to avoid any unnecessary penalties or other charges.

The amount due is [amount], and the due date is [due date]. If you cannot pay by this date, please let me know so we can discuss potential alternatives. Unpaid invoices may be subject to late fees, interest, or other penalties.

I look forward to hearing from you soon regarding payment. Please do not hesitate to contact me if you have any questions about your balance or need more information on how to submit payment. Thank you for your prompt attention to this matter.

Sincerely,

[Your Name]

Sample 2

Subject Line: Follow Up on Payment Due

Dear [Name],

I am writing to follow up on our conversation regarding the outstanding balance owed by your company. As we discussed, payment must be made in full within 30 days of this message. Our records show that you are currently in arrears and have not responded to our previous communication regarding this matter.

Your prompt attention to this matter would be greatly appreciated, as any further delay could lead to serious legal repercussions. Please review the enclosed documents detailing the specific amount owed and the payment methods available. I sincerely hope we can resolve this issue without resorting to other collection means.

If you have any questions or need clarification on anything included in this email, please do not hesitate to contact me directly. Thank you for your time and consideration.

Sincerely,

[Sender]

Wrapping Up

A well-written follow up email for collection is a great way to remind customers about outstanding invoices. It can also foster strong working relationships.

Utilize our Template as a guide to help get started, and don’t be afraid to add personal touches. With the right approach, there’s no limit to your email’s success!