Remind an Organization Member to Pay a Fee, Duty, or Pledge • Example Letters, Guides and Samples

Guides

Get straight to the point and ask for payment. The message should be brief, yet courteous.

How to write this collection letter:

  1. Inform the member that the time has come for him or her to remit payment. Mention the specific amount due.
  2. Tell the member how to make payment.

Example Letter #1

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Thank you for your generous pledge of $2,000 toward construction of the Doe Club House. The ground-breaking ceremony is scheduled for March 25, and we hope all pledges will be paid before that event. Please write your check now and forward it in the enclosed self-addressed envelope.

Example Letter #2

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As you may be aware, quarterly club dues of $56.00 are to be paid by Saturday, April 13, 2019. Please send your check in the envelope enclosed. Thank you for your prompt attention.

Example Letter #3

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Thank you for your recent pledge of $500 to KSPR, Springfield's only public radio station. Please mail your check in the envelope provided. Thank you for your generosity.

Example Letter #4

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It's June again, and the yearly membership fee for our houseboat association are due. Because it is time for our five-year boat overhaul, the fees for this year are a little bit higher for each family. Please remit the amount shown on your statement in the enclosed envelope by July 1.

Write Your Letter Step-by-Step

1 Inform the member that the time has come for him or her to remit payment. Mention the specific amount due.

Sample Sentences for Step 1
  • Enclosed is a copy of the receipt for the equipment that each club member agreed to help buy. The equipment cost is $345.90, so your share is $15.83.
  • Due to higher costs, club fees are up again. This year we have raised the membership fee an extra $5.00, so your payment is now $25.00.
  • Your pledge for $150.00 has not reached my desk yet. We hope to finish our pledge drive this month, so we will appreciate receiving your payment as soon as possible.
  • We remind you that membership renewals are due the first of the year. This year we all agreed to donate an extra $10.00 to charity. Please include that donation with your membership fee.
  • The treasurer wants to remind each member that the annual ball will be held in November. This event requires a $40.00 per couple fee not covered by annual membership fees.
Sample Phrases for Step 1
  • agreed to pay 20 percent of
  • are responsible for the cost of
  • are still waiting for
  • as soon as possible
  • because of higher rental costs
  • charter club members must pay a fee
  • club membership is a privilege
  • could it be somewhere en route
  • due the first of the year
  • due to higher costs
  • each club member agreed to pay
  • enclosed is a copy of the receipt
  • expect to see your payment
  • expect your club dues
  • fees are due again
  • had the impression
  • has not reached my desk yet
  • have yet to receive
  • have not received
  • hope to finish our pledge period this month
  • hope all money is in by
  • hope to collect all pledges by
  • in order for things to run smoothly
  • in order to continue our programs
  • it's that time of year again
  • just a note to remind you
  • not covered by annual membership fees
  • please pay your club dues in the amount of
  • please include the donation with your membership fee
  • remind you that membership renewals
  • sponsorship is appreciated
  • the amount comes to
  • the membership fee has been raised this year
  • this event requires
  • this year we have raised the membership fee
  • time to remit payment
  • to donate an extra
  • treasurer wants to remind all those who
  • your payment would be welcome

2 Tell the member how to make payment.

Sample Sentences for Step 2
  • We look forward to renewing your membership. Just send your check to your area treasurer.
  • We hope to receive your check by the end of the month so you will not miss our opening event.
  • Your $300.00 pledge means warm meals for many people in need. We look forward to your welcome contribution.
  • You can bring the money to our next meeting or send it to John Doe, our treasurer.
  • If you have not already paid your membership fees, please mail the money to John Doe at the address below.
  • We have enclosed a prepaid, self-addressed envelope for your convenience.
Sample Phrases for Step 2
  • always grateful for your pledge
  • appreciate your contribution in the amount of
  • at the next meeting
  • at next week's meeting
  • because it's such a wonderful cause
  • by the end of the month
  • can bring the money to
  • can either give the money directly to the treasurer or
  • can also use your credit card
  • follow the instructions included in this letter
  • follow the instructions accompanying this notice
  • for your convenience
  • have enclosed a prepaid, self-addressed envelope
  • have enclosed a payment slip
  • hope to receive your check
  • hope you will join us again soon
  • if you have not yet paid your membership fees
  • if you have not already paid your membership fees
  • if you are waiting for the right time
  • in order to make payment
  • please mail your membership fees to
  • please mail the money to
  • thank you for helping the children
  • thanks so much for participating
  • the treasurer will be coming by on
  • the beneficiaries will remember your kindness and generosity
  • your contribution will mean