5 Pre-Written Templates for Collecting Outstanding Customer Payments

collecting customer outstanding payments

 

It’s really not a nice thing to have to ask a customer or a client for money.  In fact I don’t know anyone who gets out of bed in the morning excited because they have to do some debt collection calls.  So to take some of the pain out of asking your customers for money I thought I would offer you these 5 pre-written templates for collecting outstanding customer payments.

 

All 5 templates have different tones and different focuses so you can pick the one that is just right for your business.

 

Of course if you are using Ezypay to collect customer payments you would be unlucky to ever have the need to use these templates because we do hit a 99.5% collection rate for our clients.  We even do a failed payment follow up email or SMS for those customers who by some chance accidentally fail their payments.  So after all of that action it’s a pretty slim chance that you will need to use these templates but just in case you do we have put them together for you.

1. First Letter Serious but Short Template

 

Subject: Our records show your payment is overdue

 

Hi <insert name>,

 

This is a courtesy email to let you know that your payments of <insert amount> for <insert what they are paying for> are now overdue.  The last payment we received was on the <insert the last payment date> which means that the total outstanding is now <insert the total outstanding>.

 

We would greatly appreciate you fixing up this outstanding amount at your soonest possible convenience.  You can do this by calling <insert phone number> and paying by credit card.

 

You can also pay the outstanding amount by direct deposit into our account.  The account name is <insert account name>, the BSB is <insert BSB> and the account number is <insert account number>.  Please make sure you put your name or quote this number <insert number> when paying by direct deposit into our bank account.

 

We look forward to receiving the outstanding funds shortly.

 

Yours Sincerely,

 

2. Second Letter Serious but Short Template

 

Subject: Second Reminder for Payment of Outstanding Money

 

Hi <insert name>,

 

This is a second letter to remind you that your payments of <insert amount> for <insert what they are paying for> are still overdue.  The last payment we received was on the <insert the last payment date> which means that the total outstanding is now <insert the total outstanding>.

 

Please note this is the second reminder we have sent you asking for you to pay the outstanding funds.  You can do this by calling <insert phone number> and paying by credit card.

 

You can also pay the outstanding amount by direct deposit into our account.  The account name is <insert account name>, the BSB is <insert BSB> and the account number is <insert account number>.  Please make sure you put your name or quote this number <insert number> when paying by direct deposit into our bank account.

 

If for some reason you believe you are unable to pay the outstanding amount at once and would like us to provide you with a payment plan please contact us on <insert phone number> to discuss.

 

Yours Sincerely,

 

3. First letter Love our Customer Template

 

Subject:  You owe us some money but don’t worry…

 

Hi <insert name>,

 

It has come to our attention that you have failed a payment for your <insert what they are paying for.> is outstanding.  It appears that for some reason the payment has failed.  The outstanding payment is for the amount of <insert the amount outstanding>.  You know what?  You have been a customer <or member> of ours for such a long time don’t worry about paying the outstanding amount.  We will write it off your account and start your debits over again.

 

So don’t worry about the outstanding money because you have been such a great customer <or member> this one is on us. We are looking forward to seeing you back in the club soon.

 

Yours Sincerely,

 

4. What You Really Want To Say Template

 

Subject: Hey you owe us some money!

 

Hi <insert name>,

 

We missed your last payment of <insert amount> for your <insert what they are paying for>.  Why can’t you just pay your bills on time?  We have bills to pay too!  Why are you so special that you don’t have to pay yours?

 

Don’t even think of putting this letter down until you pay the money you owe us.  You know how to do it I am sure but just in case you need a reminder you can pay by credit card by calling this number <insert the phone number>.  You can also pay the outstanding amount by direct deposit into our account.  The account name is <insert account name>, the BSB is <insert BSB> and the account number is <insert account number>.  Please make sure you put your name or quote this number <insert number> when paying by direct deposit into our bank account.  Although I know you probably will forget and that will take me another 4 hours to look through all my bank records just to find that your deposit is not there – even after you have promised you had paid it.

 

So if you have any decent bone in your body just pay your outstanding bill!

 

Yours Sincerely,

 

5. Jokey but Might be Acceptable Template

 

Subject:  Have you forgotten something? Possibly paying us money?

 

Hi <insert name>,

 

It appears that you may have forgotten or in some way accidentally overlooked paying your money for <insert what they are paying for>.  The last payment we received from you was <insert amount> on <insert date> so this means you have <insert amount> in outstanding payments.

 

Look, we know things happen and people forget they have money coming out of their account but just between you and me my boss is having a heart attack about customers not paying their accounts.  He is a moody bastard at the best of times but at the moment he is totally unbearable. So please just do me a favour and get the boss off my back.

 

You can pay via credit card by calling <insert phone number>.  You can also pay the outstanding amount by direct deposit into our account.  The account name is <insert account name>, the BSB is <insert BSB> and the account number is <insert account number>.  Please make sure you put your name or quote this number <insert number> when paying by direct deposit into our bank account.

 

Thanks for understanding and helping me out.

 

Yours Sincerely,

 

 

Templates for Collecting Outstanding Customer Payments

 

We hope you find these 5 pre-written templates we have created for your use in collecting outstanding customer payments helpful.  Give them a go and hopefully you will collect that additional 0.5% of payments.  If you are interested in more information on Ezypay please let us know.  We now offer our direct debit service in Australia, New Zealand and Singapore.

 

If you found these templates useful please share with your friends.  They might benefit from them too.

3 Comments

  1. avatar

    Very Helpful

    Reply
  2. avatar

    Ah, thank you.
    This has been very helpful!

    Reply
  3. avatar

    thank you , these business letter is professional

    Reply

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