QS Study

Reminder letter: Collection letter series actually starts with a reminder letter. If the customer does not pay the bill in due date, a reminder letter is sent assuming that the customer has forgotten to pay. Therefore, the seller reminds the customer that he has an outstanding account with the company and the payment has become due. Companies usually send several reminder letters. The first reminder is sent within a week after sending the statement of account. The second reminder is generally sent after a week or a fortnight of sending the first remainder. Though the first reminder letter simply reminds the customer about the bill, successive reminder letters courteously ask for payment.

Writing reminder letters is pretty sensitive, mainly if they are intended to remind the receiver about late or past due payments. A first reminder should be courteous and remind your consumer that their payment is unpaid without assuming deliberate offense – your consumer might have just forgotten or have had issues with a bank transfer. A courteous, gracious reminder can determine the issue without making any tenuous accusations.

If the debtor still does not pay, you can send further reminders. Your tone should always be professional, but every reminder should be gradually more assertive, stressing the necessity of the meaning you are trying to get across.