We have published two collection letters for medical and dental practices. However, this is a fairly generic format and can be referenced for small business debt collections as well.
Give your debtor one last chance?
Send a final letter, give 15 more days to settle before involving a collection agency. Mention your intention clearly in this letter.
A final letter + invoice from “Dr. William Joe” to his patient “John Doe”
( Assuming that 45 days have passed since the payment was due.)
From,
Dr William Joe,
123 Main Street,
Katy, TX, 44920
Phone: (777) 123-4567
Fax # (777) 123-4568
Email: accounts@drwilliamjoekatytexas.com
Website: www.drwilliamjoekatytexas.com
Date: 01/01/2019
JOHN DOE
872 CONVAY STREET,
LAS VEGAS, NV, 89408
Dear John Doe,
We are disappointed that we have not received payment from you regarding your past due balance. Your account is in serious jeopardy of being reassigned to an outside collection agency. In order to prevent your account from further action or to prevent negative marks to your credit history, please make payment within 15 days by check, cash, western union or credit card.
If your payment is already on its way, we thank you and ask that you please disregard this notice. If you are unable to make payment in full due to financial difficulties, we encourage you to discuss a reasonable payment plan so you can satisfy your obligation and keep your account in good standing. Please do not hesitate to call patient accounts at (777) 123-4567. We are also attaching an invoice of $2500 for the treatment you had received.
Reference Number: 12ABC678
Principal Amount: $2,300
Interest Amount: $100
Total Debt: $2,400
Sincerely,
Patient Accounts
Dr. WILLIAM JOE
Still not getting paid (after 15 days)?
Transfer this account to a collection agency without delay.
A sample Debt Collection Agency’s letter is published below.
Sample Debt Collection Letter from “XYZ COLLECTION AGENCY ” to the patient “JOHN DOE” on behalf of “Dr. WILLIAM JOE”
Dear JOHN DOE,
ABC CLIENT has asked us to contact you regarding your account. Their records show that you owe $2,500.00.
Please send a payment of $2,500 for ABC CLIENT using the bottom portion of this letter or contact them at (777) 123-4567 to make payment arrangements that are satisfactory with our office.
Unless you notify this office within 30 days after receiving this notice that you dispute the validity of this debt, or any portion thereof, this office will assume this debt is valid. If you notify this office in writing within 30 days from receiving this notice that you dispute the validity of this debt, or any portion thereof, this office will obtain verification of the debt or obtain a copy of a judgment and mail you a copy of such judgment or verification. If you request this office in writing within 30 days after receiving this notice, this office will provide you with the name and address of the original creditor, if different from the current creditor.
Thanks for your cooperation.
THIS COMMUNICATION IS FROM A DEBT COLLECTOR. THIS IS AN ATTEMPT TO COLLECT A DEBT AND ANY INFORMATION OBTAINED WILL BE USED FOR THAT PURPOSE.
Sincerely, XYZ COLLECTION AGENCY, INC.
1111 KIRSTEN STREET, ROHNERT PARK, CA, 94928
Our business hours are Monday through Friday, 8:00 am through 9:00 pm Pacific Standard Time and on Saturday from 8:00 am through 2:00 pm Pacific Standard Time.
NOTICE: PLEASE SEE REVERSE SIDE FOR IMPORTANT INFORMATION
Calls inbound and outbound may be recorded and monitored
Date of Service: 01/01/2019
Reference Number: 12ABC678
Patient’s Name: MARY DOE
Name of Provider: Dr. WILLIAM JOE
Principal Amount: $2,300
Interest Amount: $200
Total Debt: $2,500
| RETURN SERVICE REQUESTED | |
| To: JOHN DOE | SEND PAYMENTS TO: Dr. WILLIAM JOE, |
Collection Letters and Collection Calls from a Debt Collection Agency puts a humongous pressure on your debtor, versus when you send a letter in your name.
Contact us for your debt collection needs.
( Note: Above sample letters are for reference purposes only. Please speak to an expert legal attorney to alter or add appropriate verbiage. )