Writing a past due account letter is crucial to collecting past due account balances. You should send these letters a week or two before the due date and ideally, on the day of the due date. The purpose of these letters is to catch your client at the right moment and instill a sense of urgency.
The language used in past due account letters must be appropriate. Even if you are using email to communicate, it is still essential to use the appropriate grammar and spelling. A lot of emails go straight to the spam folder, and financial-related emails are in the third-largest category of spam. A past due account letter should be friendly and informative, and should state the actual due date. Be aware that there are many possible reasons why your customer hasn't paid their invoice. Perhaps he received it in error or missed an important detail. If this happens, you should avoid getting angry or pushing the customer to pay. Rather, you should give him a chance to explain himself. In the body of the letter, you should include your invoice number and the date you invoiced him. A past due invoice letter is most effective when sent on the day the invoice is due. This is to foster a culture of customer priority. Often, customers delay payments due to lack of organization or a preference for longer payment terms. Be friendly but firm, and be prepared to follow up by phone. If your customer does not respond, it may be time to resend the invoice.
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