A “Sample Letter To Remind For Unpaid Bill” is a written notice. It’s sent to clients or customers. It reminds them about an overdue payment. Businesses often use it when invoices are not paid on time.
Need to nudge a client about a missed payment? You’re in the right place. We’ve got your back. This article is packed with templates.
We’ll share samples. These samples will make writing easy. You can tailor them to your needs. Let’s get those invoices paid!
Sample Letter To Remind For Unpaid Bill
[Your Company Name]
[Your Company Address]
[Your Company Phone Number]
[Your Company Email]
[Date]
[Customer Name]
[Customer Address]
**Subject: Reminder: Unpaid Bill – Invoice [Invoice Number]**
Dear [Customer Name],
This letter is a friendly reminder about invoice [Invoice Number] for [Amount] which was due on [Due Date].
Our records show that we haven’t received your payment yet. Please find a copy of the invoice attached for your convenience.
You can make a payment through:
* Online: [Link to Online Payment]
* Mail: Send a check to [Your Company Address]
* Phone: Call us at [Your Company Phone Number]
If you have already sent the payment, please disregard this reminder. If you have any questions or need to discuss payment options, please contact us.
Thank you for your prompt attention to this matter.
Sincerely,
[Your Name]
[Your Title]
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How to Write Letter To Remind For Unpaid Bill
Subject Line: Brevity is the Soul of Wit
Craft a subject line that’s both concise and indicative of the letter’s purpose. Cluttering it with excessive verbiage is counterproductive. Consider these options:
- Overdue Invoice [Invoice Number] – Gentle Reminder
- Reminder: Invoice [Invoice Number] Past Due
- Action Required: Unpaid Invoice [Invoice Number]
Salutation: A Cordial Overture
Begin with a polite salutation. Avoid being overly familiar, especially in the initial reminder. Opt for:
- Dear [Client Name],
- Dear [Mr./Ms./Dr. Last Name],
- If unsure of the recipient’s name, use: To Whom It May Concern,
First Paragraph: State the Obvious, Tactfully
Immediately reference the unpaid invoice. State the invoice number, the original due date, and the outstanding amount. Maintain a professional and courteous tone. Accusatory language is detrimental at this stage.
Example: “This letter serves as a gentle reminder regarding invoice [Invoice Number] for [Amount] which was due on [Date]. Our records indicate that payment is still outstanding.”
Second Paragraph: Elucidate the Details
Provide a concise summary of the services rendered or goods provided. Reiterate the value proposition, albeit briefly. This reinforces the legitimacy of the invoice. Attach a copy of the original invoice for effortless reference.
Example: “This invoice pertains to [brief description of services/goods]. For your convenience, a copy of the original invoice is attached.”
Third Paragraph: Offer Assistance, Subtly
Proactively offer assistance in resolving any potential impediments to payment. Perhaps there’s been an oversight, a bureaucratic snag, or a simple misunderstanding. Demonstrate a willingness to collaborate.
Example: “If there are any discrepancies or if you require further clarification, please do not hesitate to contact us. We are happy to address any concerns you may have.”
Fourth Paragraph: The Call to Action
Clearly state the desired action and the preferred method of payment. Provide a revised due date for remittance. A timeframe of 7-14 days is generally considered reasonable. Avoid ambiguity.
Example: “We kindly request that you remit payment within [Number] days. You can make a payment via [List payment methods]. Please disregard this reminder if payment has already been processed.”
Closing: A Professional Farewell
End with a professional and courteous closing. Express gratitude for their business and reaffirm your commitment to providing excellent service. Avoid overly effusive pronouncements.
- Sincerely,
- Regards,
- Best regards,
Followed by your name, title, and company name.
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Frequently Asked Questions: Unpaid Bill Reminder Letters
This section addresses common inquiries regarding reminder letters for unpaid invoices. It aims to clarify the process and best practices for composing effective payment reminders.
What information should be included in a reminder letter?
The reminder letter should include the invoice number, invoice date, amount due, due date, and contact information for payment inquiries.
How many reminder letters should be sent?
Typically, three reminder letters are sent, each with increasing urgency. The first is a friendly reminder, the second is more firm, and the third may warn of further action.
When should the first reminder letter be sent?
The first reminder letter should be sent shortly after the original due date has passed, usually within a week.
What tone should be used in the reminder letter?
The initial reminder letter should be polite and professional. Subsequent letters can become more assertive while remaining respectful.
What if the customer still doesn’t pay after the final reminder?
If payment is not received after the final reminder, consider options such as a collections agency or legal action, depending on the amount owed and your company policy.