Free Sample Letters

In our daily business life, businessmen have to write many letters. In the list of those letters there are numerous letters to debtors asking them for the payments. When you are writing to debtors, you need to consider many important points as they are the people who are your clients. Some sample demand or collection letters are also given below that will help you in customizing a demand or collection letter according to your need. Important tips to write a demand or collection letter are following;

• Determine the tone of letter first of all.
• Consider that the recipient is your client so you need to keep as friendly tone as possible.
• Your tone will depend upon the progress of the case for which you are writing the letter.
• In first stage, when you are sending your first or second letter, you need to just remind your recipient about the payment. As a gesture of goodwill, you can include some statements to show an old business relation with the recipient.
• If your debtor does not respond you after one or two letters, you need to write third letter with some different approach. Ask your recipient about the reason why he is not able to pay his dues. Ask him or her gently about the situation. Do not threaten him or her at this stage but tell him or her that if you will not respond, we shall have to terminate the relationship with you.
• In third stage, if debtor still does not respond, you need to write letter with clear intention of bringing your debtor in the court.
• Third stage letter should be written in harsh manner making the recipient realize about the claim.
• Mention that in court, he or she will not only have to pay the dues with interest but also all the charges of litigation.
• In the end, your ending should again be positive stating that you can maintain good relation with the debtor now as well if he or makes all the payment promptly.
• Attach all the photocopies of the invoices along with the letter.
• Tell your debtor how much amount in total he or she has to pay now.
• Write your name, address, postal code, phone number in the start.
• Mention the date on which letter will be submitted to concerned person
• Address the letter to the recipient by writing “Dear Sir / Madam”
• Purpose of the letter should be mentioned clearly.
• At the end mention your name.
• Make the ending strong
• Type your letter and print it on quality paper, but also include a handwritten signature.
• Proofread your letter at least once.
• Be sure you have spelled everything correctly.
• Have you checked your letter for grammatical mistakes?
• Break down any contractions (e.g. “I’ve” to “I have”).
• Avoid colloquial writing. You want to sound professional, objective, and educated.
• Check the punctuation use carefully.

Here are download links of Sample Demand Letter,

Sample Demand Letter 1

Sample Demand Letter 2

Sample Demand Letter 3

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