Debt collection letters work. They get people to pay what they owe without dragging things through courts or damaging business relationships.
The right words make all the difference. A clear, firm message shows debtors exactly where they stand while keeping things professional. Most people respond quickly when they receive a properly written payment request.
These 25 sample letters cover different situations and payment stages. Use them as templates to collect what’s owed to your business.
Sample Letters for Requesting Payment from Debtors
Sample 1 – Basic Payment Request
Subject: Payment Request for Invoice #123
Dear [Debtor’s Name],
I hope this letter finds you well. This is to remind you of the outstanding payment of $[Amount] for invoice #123. Kindly clear the payment at your earliest convenience.
Best regards,
[Your Name]
Sample 2 – First Reminder
Subject: First Reminder for Unpaid Invoice #123
Dear [Debtor’s Name],
This serves as the first reminder of your outstanding payment of $[Amount] for invoice #123. I appreciate your prompt attention to this matter.
Thank you,
[Your Name]
Sample 3 – Second Reminder
Subject: Second Reminder for Unpaid Invoice #123
Dear [Debtor’s Name],
This is the second reminder regarding the unpaid invoice #123, totaling $[Amount]. We request you to clear this amount at your earliest convenience to avoid any potential late fees.
Best regards,
[Your Name]
Sample 4 – Final Reminder
Subject: Final Reminder for Unpaid Invoice #123
Dear [Debtor’s Name],
This is the final reminder for your unpaid invoice #123 amounting to $[Amount]. If we do not receive the payment within [Days], we will be forced to take further action. We appreciate your immediate attention to this matter.
Thank you,
[Your Name]
Sample 5 – Letter with Late Fee
Subject: Outstanding Payment for Invoice #123 with Late Fee
Dear [Debtor’s Name],
Your outstanding balance for invoice #123 is $[Amount]. As this payment is late, an additional late fee of $[Fee] has been added, bringing the total to $[Total]. Please clear this amount promptly to avoid any additional fees.
Best regards,
[Your Name]
Sample 6 – Request for Immediate Payment
Subject: Immediate Payment Request for Invoice #123
Dear [Debtor’s Name],
We are writing to inform you that the outstanding payment of $[Amount] for invoice #123 is significantly overdue. We request immediate payment to avoid further complications.
Thank you,
[Your Name]
Sample 7 – Request for Payment Plan
Subject: Payment Plan Proposal for Invoice #123
Dear [Debtor’s Name],
Given the outstanding balance of $[Amount] for invoice #123, we propose a payment plan to help you clear this debt. Please contact us to discuss this further.
Best regards,
[Your Name]
Sample 8 – Notice of Legal Action
Subject: Notice of Impending Legal Action for Unpaid Invoice #123
Dear [Debtor’s Name],
Despite our previous reminders, we have not received the payment of $[Amount] for invoice #123. If we do not receive the payment within [Days], we will initiate legal action.
Thank you,
[Your Name]
Sample 9 – Payment Request with Debt Collection Agency
Subject: Debt Collection for Unpaid Invoice #123
Dear [Debtor’s Name],
We have transferred your unpaid debt of $[Amount] for invoice #123 to a debt collection agency. They will be in contact with you shortly to arrange payment.
Best regards,
[Your Name]
Sample 10 – Request for Post-dated Cheque
Subject: Request for Post-Dated Cheque for Invoice #123
Dear [Debtor’s Name],
Given the outstanding balance of $[Amount] for invoice #123, we request you to issue a post-dated cheque to clear this amount. Please reach out to us to discuss this further.
Thank you,
[Your Name]
Sample 11 – Payment Request with Interest
Subject: Payment Request for Invoice #123 with Interest
Dear [Debtor’s Name],
Your outstanding payment for invoice #123 is $[Amount]. As the payment is overdue, interest has been accruing at a rate of [Rate]% per [Period]. The total amount due, including interest, is $[Total]. Please clear this amount at your earliest convenience.
Best regards,
[Your Name]
Sample 12 – Acknowledgment of Partial Payment
Subject: Acknowledgment of Partial Payment for Invoice #123
Dear [Debtor’s Name],
We acknowledge receipt of your partial payment for invoice #123. The remaining balance is $[Amount]. We kindly request that you clear the remaining balance promptly.
Thank you,
[Your Name]
Sample 13 – Escalation Letter to Supervisor
Subject: Escalation of Unpaid Invoice #123
Dear [Supervisor’s Name],
I have been in contact with [Debtor’s Name] regarding an outstanding payment for invoice #123, but to no avail. I request your intervention in this matter to facilitate the payment of the outstanding $[Amount].
Thank you,
[Your Name]
Sample 14 – Request for Payment with Invoice Enclosed
Subject: Outstanding Payment for Invoice #123 Enclosed
Dear [Debtor’s Name],
Please find enclosed the invoice #123 for the amount of $[Amount] which remains unpaid. We kindly request that you clear this payment at your earliest convenience.
Best regards,
[Your Name]
Sample 15 – Offer of Discount for Prompt Payment
Subject: Discount Offer for Prompt Payment of Invoice #123
Dear [Debtor’s Name],
We offer a discount of [Discount]% if you pay the outstanding $[Amount] for invoice #123 within [Days]. We hope this offer will motivate you to clear the payment promptly.
Thank you,
[Your Name]
Sample 16 – Offer to Waive Late Fee for Prompt Payment
Subject: Offer to Waive Late Fee for Prompt Payment of Invoice #123
Dear [Debtor’s Name],
If you clear the outstanding payment of $[Amount] for invoice #123 within [Days], we are willing to waive the late fee. We hope this will encourage you to make the payment promptly.
Best regards,
[Your Name]
Sample 17 – Request for Clarification on Delayed Payment
Subject: Request for Clarification on Delayed Payment for Invoice #123
Dear [Debtor’s Name],
We have noticed a delay in the payment for invoice #123, amounting to $[Amount]. If there is a reason for this delay, we request that you let us know so we can work out a solution together.
Thank you,
[Your Name]
Sample 18 – Acknowledgment of Payment Promise
Subject: Acknowledgment of Payment Promise for Invoice #123
Dear [Debtor’s Name],
We acknowledge your promise to pay the outstanding balance of $[Amount] for invoice #123 by [Date]. We appreciate your commitment and look forward to receiving the payment.
Best regards,
[Your Name]
Sample 19 – Request for Payment after Bankruptcy Notice
Subject: Payment Request for Invoice #123 after Bankruptcy Notice
Dear [Debtor’s Name],
We are aware of your recent bankruptcy filing. However, we would like to remind you of the outstanding balance of $[Amount] for invoice #123. We request that you consider this debt in your debt resolution plan.
Thank you,
[Your Name]
Sample 20 – Offer to Settle for Less
Subject: Offer to Settle Unpaid Invoice #123 for Reduced Amount
Dear [Debtor’s Name],
We understand that you are having difficulties clearing the outstanding balance of $[Amount] for invoice #123. We are willing to accept a reduced payment of $[Reduced Amount] as full and final settlement of this debt.
Best regards,
[Your Name]
Sample 21 – Request for Electronic Funds Transfer
Subject: Request for Electronic Funds Transfer for Invoice #123
Dear [Debtor’s Name],
Given the outstanding balance of $[Amount] for invoice #123, we kindly request that you consider clearing this amount via an Electronic Funds Transfer (EFT). This will speed up the transaction and help you avoid any additional late fees.
Thank you,
[Your Name]
Sample 22 – Offer to Accept Payment in Installments
Subject: Offer to Accept Payment in Installments for Invoice #123
Dear [Debtor’s Name],
We understand that clearing the outstanding balance of $[Amount] for invoice #123 might be challenging. Therefore, we are willing to accept this amount in [Number of Installments] equal installments. Please contact us so we can discuss this further.
Best regards,
[Your Name]
Sample 23 – Request to Clear Debt before Year End
Subject: Request to Clear Debt for Invoice #123 before Year End
Dear [Debtor’s Name],
With the year-end approaching, we request that you clear the outstanding balance of $[Amount] for invoice #123. Clearing this debt will help both of us to start the new year with a clean slate.
Thank you,
[Your Name]
Sample 24 – Acknowledgment of Payment After Long Delay
Subject: Acknowledgment of Payment for Invoice #123 After Long Delay
Dear [Debtor’s Name],
We acknowledge receipt of your payment for invoice #123. Although there was a significant delay, we appreciate your effort to clear the balance. We hope to avoid such delays in future transactions.
Best regards,
[Your Name]
Sample 25 – Request to Update Payment Method
Subject: Request to Update Payment Method for Invoice #123
Dear [Debtor’s Name],
We have been facing some issues with the payment method you have been using for invoice #123. We kindly request that you update your payment method to ensure prompt clearance of the outstanding balance of $[Amount].
Thank you,
[Your Name]
There you have it, 25 examples of letters to send to a debtor requesting payment. Remember, clear communication is key in any debt recovery process. Always maintain a professional tone, but don’t be afraid to communicate the urgency of the situation.