Example Letter #1
I am writing to express my appreciation for your business over the past ten years and to voice my concern over your overdue account. Our original agreement was for a payment of $450 on the first of each month. You have apparently had difficulty making that payment, so we are wondering whether a new payment schedule may be in order. Please call for an appointment to discuss other options.
Example Letter #2
Thank you for you patronage. Judging from your inconsistent payment pattern, it seems you are having difficulty making your payments. Perhaps an alternate payment schedule would help you make your payments on time. Please contact me by June 10, to discuss your situation. I may be able to offer a solution to help you resolve your apparent problem.
Example Letter #3
Your company has been a valuable customer over the years. Our business has grown with yours. I am concerned about your recent difficulty in making current and adequate payments on your account. I realize that every business experiences hard times and want to offer you payment arrangements more consistent with your ability to pay. Please give me a call and we can work out a plan agreeable to both of us. I look forward to working with you.
Example Letter #4
We have always appreciated the way you have kept your account with us current over the years, always making your payments on time. Unfortunately, that changed a few months ago, and at this point there is a substantial amount- over $7,000- past due. Is there anything we can do to help?
Companies do sometimes experience cash flow problems, and if you find yourself in this situation right now, we will be happy to help you work out an alternate payment schedule. One of our representatives will call you early next week to set up an appointment, or if you prefer, you may call us at 555-5555.
Write Your Letter Step-by-Step
Express your gratitude for the customer's business.
Acknowledge the customer's difficulty in making current payments.
Suggest an alternate plan or schedule for payments.
Ask for a reply.