How to write an effective personal reminder letter

A reminder letter is a document that urges the payment of money. It is a notice used by the payment unit or individual when the payment exceeds the prescribed time limit and fails to pay the money on time.

1. The form of a reminder letter

1. Informal letter: written in the form of a letter.

2. Form format: A fixed form that people have agreed upon based on long-term practice. You can fill it in directly when using it.

2. The role of the reminder letter

1. Inquiry: The reminder letter can promptly understand the reasons for the other unit's default in payment and communicate information so that corresponding countermeasures and measures can be taken.

2. Collection: Through collection letters, arrears can be recovered and economic losses can be avoided or reduced as much as possible.

3. Voucher: If the default in payment causes actual economic losses to the creditor, the reminder letter can serve as a recording voucher, that is, when the reminder party asks the relevant parties to hold the other party's financial responsibility , a reminder letter can be used as a powerful evidence.

3. The specific contents of the reminder letter

The reminder letter mainly includes the following contents:

1. The name of the debtor. Such as the name of the debtor, the person in charge of the unit, the name and position of the legal representative, the name of the legal person or the name of the organization.

2. The facts and reasons for dunning or collecting debts. Such as the basic situation or legal basis of the creditor-debt relationship, and the factual basis for the debtor's default in defaulting on the debt and refusing to perform its obligations.

3. Legal reasons for creditors to collect debts. Such as bills and contract numbers of related claims and debts, etc.

4. Specific requirements. For example, the time, deadline and method for the debtor to perform its obligations, the specific payment and amount the debtor should pay (including the amount of payment, liquidated damages or bank interest, etc.), and the time limit for the debtor to respond to the demand letter.

5. Relevant information of creditor units. Such as the unit's account opening bank, account number, account opening name, signature of the person in charge, date of letter issuance, unit signature and seal, etc.

The specific format of the reminder letter is as follows:

Dunning Notice

Finance Department of XXX Factory:

Your unit is in XXXX year Order XXX from our factory on X day, quantity xx pieces, unit price XXX yuan, total payment amount XXX yuan, invoice number is XXX. According to the supply contract, the payment should be settled on X, month, XXXX, but it has not been paid to our factory by X, month, XXX, which affects the capital turnover of our factory. After receiving this notice, please settle the payment immediately. If the payment is overdue, a penalty of X will be charged according to bank regulations. If there are special circumstances, please contact our factory's Finance Department XXX in time.

Our factory address:

Telephone number:

Bank account:

Account name:

Account number:

XXX Factory Finance Department (stamped)

XXXX year, month, day A reminder letter is just a letter, but it is related to whether your payment can be successfully recovered. If used improperly, not only will it fail to achieve the purpose of collecting payments, but it may also affect the smooth recovery of arrears and even normal interactions with customers. Therefore, writing a collection letter is an art. To make a reminder letter effectively help you achieve the purpose of collecting payment, you must comply with the following principles when writing:

01

Write the contact name and address of the recipient in detail. The recipient’s street name, house number, and full unit name must be accurate and specific. The recipient of the letter should be specific to the individual, and write down his or her position and full name. Such titles as Manager Wang, Director Li, etc. are not good. Although they show respect, they sometimes give the debtor an opportunity. They will often say: "I am Manager Wang, but I did not receive your message." We have several managers here, and the letter may have been sent to other managers. "So the name of the recipient should be "Manager Wang Chenggong", "Director Li Ziqiang", etc.

02

Clear claims and debts.

The letter should clearly state the creditor-debt relationship between the two parties and its legal basis, as well as the legal reasons for the payee to collect payment. The factual basis for the debtor's default in payment or refusal to perform obligations should also be clear. The amount of the debt required to be paid should be written in a prominent position in the letter, and should be located on the first line of the letter. The statement must be clear.

03

The content of the reminder letter is easy to read and understand. The language should be concise and direct, and use as few polite words as possible. It is best to go straight to the topic from the beginning and ask the questions straight to the point. Use more concise sentences in the letter, and annotate when encountering industry terms. Pay attention to the use of short sentences and concise paragraphs throughout the letter, making it easy to read and understand without losing the subject.

04

Dunning letters should be worded in a civilized and prudent way. When writing a letter, the debt collector should use civilized and polite language, without using swear words, slang, or personal attacks on the debtor. We need to consider things from the perspective of long-term cooperation, use words carefully, and talk about things as they happen, rather than making generalizations.

05

The tone of the reminder letter should be firm. The wording in the letter should be firm, and the purpose of the letter must be clearly stated so that the other party knows that they will be held responsible if they fail to pay in time. At this time, try to use standardized terms and do not use threatening words to force the debtor. Generally speaking, the first demand letter must state the date of the call and the customer's promise to pay, as well as the steps the company will take if the customer fails to pay by a certain date. If there is still no response to the first letter, the second letter should be more urgent than the first to make the customer feel the seriousness of the delayed payment. If there is still no news, the company's third letter should issue an ultimatum, perhaps in a more stern tone.

06

Make specific requests. The reminder should indicate in the letter the time limit for the debtor to respond, the specific amount to be repaid by the debtor, including liquidated damages, bank interest, etc., the method and deadline for payment of the debt, the method of debt obligations, and the deadline. wait. Of course, the content of the reminder letter can be added or deleted depending on the specific circumstances. For example, when a debt collector sends a reminder letter to a party who intentionally defaults on a debt, he or she can add that the debtor has overdue debt and should bear corresponding legal consequences or that the debt collector will take legal measures to recover the debt, etc. To strengthen the strength of the reminder letter.

5. Matters that creditors should pay attention to when using reminder letters

In order to ensure that the reminder letters can play a corresponding role, creditors should also pay attention to the following matters when using reminder letters:

1

For debts that are more difficult to liquidate, the creditor can hire a lawyer to send a lawyer's letter directly to the debtor, or add a hired lawyer or legal consultant at the end of the official debt collection letter sent by the creditor. name to show the seriousness of the demand letter and the creditor's determination to clear the debt and the possibility of further legal action.

2

When writing a reminder letter, creditors should hire a lawyer to ensure that the wording in the official letter is more rigorous and accurate. When lawyers are involved in drafting debt collection letters, they will use more legal terminology, thereby increasing the "deterrence" of the debt collection letter.

3

The creditor should properly keep the original or copy of the reminder letter for future inspection and litigation. A reminder letter sent with the purpose of interrupting the statute of limitations should be sent by registered or notarized or express delivery in order to retain evidence and have a record for investigation in the event of a dispute over the statute of limitations.

4

Before issuing a reminder letter, a reminder implementation plan should be further formulated. If the letter fails to be effective, the creditor should immediately go to court to ensure that it is realized in a timely and effective manner. Creditors' Rights.

6. Advantages and use of reminder letters to request payment

1

Advantages of reminder letters to demand payment

01

Economical and practical, it is helpful to improve the efficiency of collection. First of all, reminder letters are easy for creditors to grasp and operate, and they are also convenient for creditors to use locally and nearby; secondly, reminder letters can reduce the creditor's burden on manpower and material resources, especially when debtors are relatively scattered and long distances away. Demand letters can not only reduce the creditor's waste of manpower, material and financial resources, but also improve the efficiency of debt collection, achieving the purpose of "paying debts far away and close to you".

02

Do not harm the harmony and improve the relationship between the two parties. Generally speaking, a reminder letter is a more general method of contact or contact. Although a reminder letter is used to collect debts, in comparison, a reminder letter is not as "aggressive" as a creditor coming to collect debts. Therefore, the method of requesting payment through a reminder letter is easy to be accepted by the debtor. In addition, collection letters avoid direct contact between creditors and debtors, thereby creating conditions for reducing friction and head-on conflicts, alleviating conflicts and resolving disputes.

03

As an emergency measure, it is convenient to interrupt the statute of limitations in time. In the practice of clearing claims and debts, we often encounter the following situations:

First, creditors do not understand the relevant legal provisions on the statute of limitations and lack a sense of urgency, so that their effective rights that should be protected by law The statute of limitations is about to expire.

Second, although the creditor is aware of the statute of limitations, due to work errors or slackness in collecting accounts receivable, the time limit for the creditor to appeal to the people's court to protect its rights is about to expire.

The above two situations will cause the creditor to lose the opportunity to ask the People's Court to protect its rights and interests. In order to prevent the creditor from losing the "right to win", the use of a reminder letter to demand payment can have the effect of getting twice the result with half the effort. For example, when the statute of limitations is about to expire, the creditor can promptly send a debt demand letter to the debtor, thereby interrupting the statute of limitations and gaining time for further implementation of the collection plan.

04

Easy for creditors to collect and preserve evidence. The creditor can urge the debtor to reply to a letter or call back through a reminder, and then the creditor will file the debtor's reply letter promising or agreeing to pay off the debt as written evidence for further reminders or filing of lawsuits. Especially when the creditor lacks evidence of creditor's rights, reminders Requesting payment by letter is more effective.