A past due letter is a formal document sent to a customer or client who has failed to make a timely payment on an outstanding debt. This letter serves as a polite but firm reminder of the overdue payment and outlines the next steps if the payment is not received. To ensure that your past due letter is effective and professional, it is essential to pay attention to the design elements that convey trust and credibility.
Key Design Elements
1. Letterhead: Your letterhead should include your company’s name, logo, address, contact information, and website. This information should be prominently displayed at the top of the page.
2. Date: The date should be clearly visible and formatted as follows: Month Day, Year. For example, January 15, 2024.
3. Recipient’s Address: The recipient’s name, company (if applicable), and address should be included below the date.
4. Salutation: The salutation should be formal and respectful, such as “Dear [Recipient’s Name],” or “Dear Sir or Madam.”
5. Body of the Letter: The body of the letter should be concise and to the point. It should clearly state the overdue amount, the due date, and the reason for the payment being past due. You may also want to include a reference to the original invoice or contract.
6. Call to Action: The call to action should be clear and specific. It should outline the desired outcome, such as making the payment in full or contacting your company to discuss payment arrangements.
7. Closing: The closing should be polite and professional. Common closings include “Sincerely,” “Respectfully,” or “Best Regards.”
8. Signature: Your signature should be handwritten or electronic. If you are using an electronic signature, ensure that it is clear and legible.
9. Enclosure: If you are enclosing any additional documents, such as a copy of the invoice or contract, indicate this below your signature. For example, “Enclosure: Copy of Invoice #1234.”
Example Past Due Letter Template
Your Company Name
Your Company Address
Your City, State, ZIP Code
Your Phone Number
Your Email Address
Your Website
Date: January 15, 2024
Dear [Recipient’s Name],
We are writing to inform you that your payment of [amount] for invoice number [invoice number] is now overdue. The due date for this payment was [due date].
We kindly request that you remit payment in full by [new due date]. If you are unable to make the full payment by this date, please contact us to discuss alternative payment arrangements.
Thank you for your prompt attention to this matter.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
Additional Considerations
Tone: While it is important to be firm, the tone of your past due letter should be polite and respectful. Avoid using threatening or aggressive language.
By following these guidelines and paying attention to the design elements that convey professionalism and trust, you can create a past due letter that is both effective and respectful.