44 Best Collection Letter Templates

1. Clear Subject and Purpose
State the amount due, due date, and invoice number in the opening lines, and personalize the letter with the client’s name. This helps recipients quickly understand what is owed and why, increasing response rates.

2. Tone and Compliance
Maintain a professional, respectful tone and avoid threats or coercive language. Include legitimate payment options, a reasonable deadline, and references to any applicable late fees or interest per your policy.

3. Documentation and Tracking
Provide an itemized invoice summary and preserve a record of when letters were sent and responses received. This supports follow-up actions and ensures you have evidence for future collections or disputes.