Always keep copies of the letters and any response you receive.ĭocumenting your communication with the company or individual that owes you money could be important if they refuse or are unable to pay. Adding deadlines will help to make the situation more urgent and give the debtor an incentive to resolve the issue quickly.
#Sample invoice letter for payment professional#
To ensure prompt payment, it’s best to keep everything as professional and to the point as possible. Tell the recipient of the letter what happens next, whether that means they have two weeks to pay without penalty, or whether it means you will send two more letters and begin to charge interest on their debt. Use Professional Language An invoice is a formal business document, so your language should be written with that in mind. For all you know, the missed payment could genuinely be a mistake. If this is the first letter you have had to send, be extra cautious. The debtor is probably a customer whose business you would value in the future, so try to maintain a professional tone throughout the letter. Be professional and courteous.ĭo not include any emotional language or threatening phrases in your letter. In other words, it needs to be abundantly clear that you upheld your end of the deal but the debtor failed to pay on time. We have yet to receive payment for invoice number invoice number for product/service name, which was due on invoice due date.
This includes the exact sum of money owed, description of the service or goods provided at the time the transaction took place, what the original payment agreement was, etc. Here’s a sample invoice collection email you can use to do just that: Subject line: Overdue invoice invoice number for product/service name due invoice due date Hi Recipient name, I hope you’re well. If you are in the position of having to write a collection letter, you need to include all of the details that are relevant to the party receiving the letter.
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