A delinquent letter template should consist of several concise paragraphs that outline the problem of a past due balance and offer some kind of resolution, such as providing an updated payment due date or noting possible consequences if payment is not received. The letter should be written in formal, business language and provide all relevant business and contact information.
The delinquent letter template should begin with a short paragraph that explains the reason for the correspondence. The letter may also include details to remind the customer of the reason for the debt. For example, "We are writing today because of an outstanding balance of $200 on the gym equipment you purchased on credit on July 1, 2015."
The second paragraph should be written as a call to action in an attempt to collect the money that is owed. This paragraph can include terms for repayment and information regarding further steps that will be taken if the letter is ignored. For example, "We hereby request that payment in the amount of $200 be forwarded to our finance department. Unless payment is received within 30 days of receipt of this letter, we will take further steps to recoup this debt. This may include legal action and/or use of a debt collection agency."
The third paragraph should restate your position and remind the customer of their obligation: "This is an attempt to collect a debt. We sincerely hope that you will give this matter serious attention to prevent us from taking further action." A final paragraph, advising the customer to ignore the letter if the matter has already been settled, is optional.