10+ Collection Letter Templates

Have you ever had to follow up on someone who owes you or your company some money for unpaid bills and other service charges? It’s never a pleasant activity to go and barge in on someone’s life to demand what is owed to you. There is a professional way to do this. This list of free letter templates will help you collect the money your clients owe you.

If it comes down to it, such letters will also provide the necessary paper evidence in the event that you need to bring the case to court. More often, a well-written collection letter with all the appropriate details will give your client the friendly little reminder (or a firmer “push”) so they actually get around to paying you.

Transmittal of Account to Collection Agency Template

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Transmittal for Collection Template

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Debt Collection Letter Template

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  • PDF

Size: 16 kB

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Friendly Collection Letter Sample

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  • PDF

Size: 34 kB

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Medical Collection Letter Template

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Size: 3 kB

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Collection Settlement Letter Template

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Size: 2 kB

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Accounts Receivable Collection Letter Template

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Size: 2 kB

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Why Do I Need a Collection Letter?

This is the legal way to make a demand on what is rightfully yours. At some point, any business that allows for payment after the service or commodity has been delivered may run into this issue.

These collection letters are the perfect professional blend between a Demand Letter and a Friendly Letter.

  • Just see the almost informal, courteous tone of the Customer Collection Letter for a great example.

This is something every agency and institution should learn to master. In many of these situations, the client merely needs a friendly nudge or reminder of outstanding balance that has to be paid soon. The “or else” clause is usually already inherent in the wording and the details.

When Do I Need a Collection Letter?

The simple answer is, Whenever someone owes you money.

Normally, these letters are drafted and sent to the client after a prescribed amount of time following the issue of a bill. If the client does not respond in any way within that time frame, this letter is the next step in the process.

Some institutions that often need this most are

  • financial establishments granting loans and mortgages;
  • hospitals and clinics that bill clients after the necessary services are rendered; and
  • rental establishments (although landlords have other resources available to them).

There are examples here for each kind, as well as other general templates, you can modify for your needs.

Customer Collection Letter

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  • Doc
  • Docx

Size: 2 kB

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Personal Collection Letter Template

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  • PDF

Size: 181 kB

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Follow Up Collection Letter Template

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  • PDF

Size: 16 kB

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Final Collection Letter

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  • PDF

Size: 6 kB

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How Do I Use These Letter Templates?

If you see something that applies to your situation, you may download it free of charge and print it out for official use. The blank templates are the most useful form for this. You may customize them to include your company name and logo, along with other specific details.

Remember that these collection letters are just another form of a Legal Letter. You will need this for documentation, in case further action needs to be taken.

  • The first step is the bill.
  • The second step is the collection letter, the friendly reminder.
  • The next step is the Follow Up Collection Letter.
  • If that too is to no avail, refer to the Final Collection Letter.

Beyond that point, you may want to look into small court hearings.

Remember to keep your own copy of the letter. To make sure it reaches its destination, send a physical copy through the mail as well as a digital copy through e-mail, if you have your client’s address.

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