Table of Contents
Kinds of Collection Letters and Series of Reminders
There are Three Reminders.
First Reminder
It simply reminds the customer to pay his overdue money. It should be written in a lighthearted mood. It contains positive attitude and polite words. It only gives opportunity to the defaulting customer to clear his overdue amount at the earliest.
“I know how it is to forget the little things”
“Kindly send us your cheque of Rs. 50,000 at the earliest”
Second Reminder (Strong Appeal)
It gives emphasis on the defaulting customer to clear his overdue balance as soon as possible. The second reminder contains the reference of the first reminder. It is followed by three appeals, namely:
1) Appeal to Fair Play
2) Appeal to Pride
3) Appeal to Goodwill
The main aim of all these appeals is to remind the customer to act according to justice, play the fair game and retain the goodwill. It urges and reminds the customer to act upon his promise to clear the dues.
Third and Last Reminder (With a Legal Threat)
When the defaulting customer does not respond the first two reminders, he is delivered the third and last reminder to clear his outstanding amount. It holds a sharp language with a legal threat. It is the last step taken by the company but it should be avoided to take this last step. It should be started as under:
“We sent you two reminders before this letter, but you did not respond positively. Now we are compelled to go to the court to take a legal action against your company.”
First Reminder
Ali Haider and Co.,
425-Johar Town,
Lahore.
January 05, 2008
The Manager Accounts,
ABC Company,
30-Tariq Road,
Karachi.
Dear Sir,
We invite your kind attention to your outstanding balance of Rs 80,000. This is about the Television Sets, purchased by you on May 6, 2006. We regret that we have not, so far, received any reply forin you. We hope that you will respond positively without any further delay as you receive this letter.
We shall be glad if you send us a chequc for Rs 80,000 at the carliest.
Thanking you.
Yours Truly,
X.Y.Z
Second Reminder (Strong Appeal)
Ali Haider and Co.,
425-Johar Town,
Lahore.
January 30, 2008
The Manager Accounts,
ABC Company,
30-Tariq Road,
Karachi.
Dear Sir,
We invite your kind attention to our last reminder dated: January 05, 2008, in which you were requested for the settlement of outstanding account of Rs. 80000, which is now overdue for more than one month.
Your non-cooperation in this regard is highly disturbing us. Kceping in view our long lasting and good business dealing, we expect an immediate and positive response form your side.
Kindly, send us a cheque for Rs 80,000, within one week so that your account is settled. Will you be kind enough to settle the accounts and enable us to provide you the better service in future as well? If you do so we shall be very thankful to you.
Yours Truly,
X.Y.Z
Third & Last Reminder (With Legal Threat)
Ali Haider and Co.,
425-Johar Town,
Lahore.
February 05, 2008
The Manager Accounts,
ABC Company,
30-Tariq Road,
Karachi.
Dear Sir,
We sent you many reminders, requesting you to send us your cheque amounting to Rs 80,000, which has been overdue since the last two months. We feel sorry to say that we received neither your cheque, nor your explanation. We do not like to take strong action against our customer but this case is so old that no other alternative is left for us.
We inform you that if you do not clear you over due balance within ten days form the receipt of this letter; we shall be compelled, much against our desire, to go to our lawyers to prepare a case for recovery of the amount through the court of law. However, we offer you a last chance to clear your balance. If we do not receive your cheque within three days from the receipt of this letter, then you will receive a legal notice from our lawyers.
We hope that you will not like us to adopt this unpleasant method.
Now it is all up to you.
Yours sincerely,
X. Y. Z.
Read Also : What are the kinds of informative and persuasive speaking?
