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“[Burg] has demonstrated that adding value to people's lives is the way to climb the ladder of financial success.”

~ Fran Tarkenton, Hall of Fame Quarterback and Founder/CEO GoSmallBiz.com

A Sample Letter For Collecting Money You Are Owed

March 23rd, 2011 by Bob Burg

Last post, we looked at the basics of writing a collection letter to a client who is slow to pay. Today, let’s look at a sample letter. Please read the previous post so you will be able to relate the following words to the principles we discussed. As a quick review, they were:

1. Communicate The Issue.

2. Utilize Tact.

3. Show Gratitude.

4. Have a “Call to Action.”

5. Allow Them to “Save Face.”

Dear Pat,

Thank you for your business. Aside from having an excellent product, you and your team embody the type of values based on a high degree of integrity.

It’s an honor and pleasure for me to serve your ______ needs. As you know, our goal is to provide the ultimate customer experience and I sincerely hope that you feel that we deliver more in “use value” to you than we take in payment. If that is ever not the case, I hope you will let me know directly and personally.

Pat, the payment of $675.00 for the latest project we did for you (invoice #5791-A, dated 1/13/11) is past due and it would mean a lot to me if you would have a check sent to us today. That way, we can continue to feel good about providing you and your excellent company with timely, value-based service.

Of course, if there is a problem I am not aware of, please call me right away at 555-1212 so we can discuss and determine the proper steps.

Again, thank you for your business, and best regards,

Don B.S. Mee

Call Pat the next day to follow up. You may not have to. You might just receive an immediate email of apology with a promise that it is being sent out today…and it will be.

14 Responses to “A Sample Letter For Collecting Money You Are Owed”
  1. Keith leitzen said at 8:20 am on

    Great action point. Thanks Bob for providng a valuable example to a tough business issue.
    You are providing an “out” but stressing the need of the value already received which I believe is invaluable to good customer handling.

    Wishing you an excellent day!

  2. Bob Burg said at 8:28 am on

    Thank you, Keith. I greatly appreciate your kind compliment!

  3. Bob, thank you for sharing great tips and advice that you’ve shared in the bottom of the letter “Call Pat the next day to follow up.” it is my fav point in marketing & sales as leaders like you call it “Make Consistency in follow up”

  4. Bob Burg said at 8:52 am on

    My pleasure. Thank you for your words. And, yes, as the saying goes, “the fortune is in the follow up.”

  5. Rich Anderson said at 9:16 am on

    You are right on target here Bob!

  6. Bob Burg said at 9:21 am on

    Thank you, Rich!

  7. Ryan Biddulph said at 12:08 pm on

    Hi Bob,

    Great blueprint here.

    2 words jump out at me: tact and gratitude. When tactful, you can handle any situation with grace. When grateful, you see the good in the situation, instantly changing your vibe.

    Thanks for sharing!

    RB

  8. Chi Chi Okezie said at 1:26 pm on

    Great post, Bob. The letter was very clear, direct and precise. I like how the foundation was built for establishing the gratitude for service and collaboration. I believe that if people would approach many situations like this, conflict and misunderstanding can be avoided. The closing of the letter is also very good. Acknowledging any additional problems is excellent. Keep up the terrific work!

  9. Bob Burg said at 2:01 pm on

    I LIKE it, Ryan. Thank you!

  10. Bob Burg said at 2:01 pm on

    Thank you, Chi Chi. I really enjoyed your interpretation of the letter. Thank you!

  11. Bob, well stated and I may be unfortunately doing a copy/paste of this in the very near future. Should I remove the Don B.S. Mee closing?

  12. Bob Burg said at 4:23 pm on

    LOL I was wondering if anyone was going to pick up on that signature. (Actually, maybe I should remove in case anyone thinks I was serious.) :-) Good luck and let me know how it turns out!

  13. samantha said at 11:29 am on

    Hi Bob,

    I was wondering if you knew anything about writting to the bank.I took out a business loan in 2007 but i was getting charged for all kinds of things on top of the loan,how do i write to the bank but also including what i think im owed?

  14. Bob Burg said at 9:14 pm on

    Hi Samantha, I believe that following the basic principles outlined in the past two posts will help, I would also suggest visiting your local branch and speaking with someone there who can advise you on exactly what to do. If, after that, you don’t feel as though they have been of help, then you’ll need to take it to the next level up the chain of command and perhaps write, but I have a feeling someone at your local bank will be happy to help you.

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