Just as with the third letter, its best to send this fourth one through certified mail.Also, its important to include appropriate language to provide your customers with a formal notice that they owe a debt.
Rectification Letter Sample Professional Collection AgencyTypically, you would have to send more than a single debt collection letter before you need to seek help from a professional collection agency.If youve tried calling a customer or sending collection letter samples and he responds to you, theres no need for you to send the other types of letters.
That is unless the customer doesnt meet the payment deadline. The first two letters have a lighter nature while the last two letters are usually more assertive. First collection letter You should only send this first past due letter template after youve tried emailing or calling the customer already. Rectification Letter Sample Software Which AutomaticallyYou may even use special accounting software which automatically sends email reminders to customers. But after your first attempts at reaching your customers and they dont reply or make the payments, its time to send this first letter. Generally, you should send this letter at least 14 days after the due date of the invoice. To make it more official, print the letter on your companys letterhead which includes your business mailing address and logo. Second collection letter Before sending this letter, try to reach your customer again through phone or email. Ask if the customer received the first letter and if he would already want to make the payment. If your attempts prove unsuccessful, its time to send the second debt collection letter. The main difference between this letter and the first one is that you will indicate that youve tried to reach your customer through the first collection letter. ![]() Third collection letter After sending the second letter and some time has passed, try to give your customer a call. However, if youre not able to reach the customer and he hasnt tried to communicate with you for weeks, its time to send the third collection letter template. Just like with the second letter, indicate that youve tried to open communication with the customer through the first two letters. Also, explain how youve tried reaching the customer through the phone but without success. The good thing about certified mail is that upon receipt, the customer will have to sign for it. So, you would have proof that the customer received the letter. Such a letter is an essential piece of documentation in case you decide to take legal action against the customer. Fourth collection letter Most of the time, if youve reached the point when you already need to send this letter, it means that the customer either isnt able or isnt willing to pay what he owes. In this letter, you may have to use more assertive language while still remaining professional.
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