Last modified 01/25/2024

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When doing business, delivery and payment dates are clearly agreed between the supplier and the purchaser of the product or service. Many times the payments must be at the time of delivery of the product or at the performance of work, but in many cases there will be a deferred payment schedule.


Now, if the buyer fails to pay on time, this would upset the supplier and in this case he would send what is known as a collection letter. This letter must be sent to the buyer and it must indicate the payment agreement schedule, making it clear that it is not on time. Lines below you will find some examples of collection letters, which you could use as a model if necessary.

Example No. 1 of a collection letter:

Cartagena January 15, 2012

CATERING RICO
Avenida Samalloa 1210
Tel 44222255

Guido Gutierrez
General Manager
CARRASCO CONSTRUCTIONS
Avenida Principal 3235
Cartagena, Colombia

Mr. Gutierrez:

Through this communication we wish to let you know that you owe payments for the catering service provided to your company for the months of November and December of the year 2011.

According to the contract signed, it was agreed the payment of the previous month no later than the first five day of the following month, but the delay is more than two months for payment of November 2011 and more than a month for payment of December 2011. Both payments make a total of 2, 000, 147 Colombian pesos.

So, we expect prompt communication from you and of course prompt payment. We should mention that if we do not receive prompt solution we would suspend the catering service, which we have been offering you for the past two years.

Best Regards,

Mario Villarán Bustamante
Sales Manager
CATERING RICO

In this first example of a collection letter, the sales manager of a catering company explains his customer the delay in the payments schedule, and he announces that if the problem is not solved they would suspend the catering service.


Example No. 2 of a collection letter:

Callao March 12, 2012

TOTAL COMPUTER S.A.C.
Avenida Galindo 5441
Tel 88554741

Mr. Guillermo Bonifaz
Commercial Manager
GENEVA LABORATORIES S.A.
Avenida Tulipanes 2345
Lima-Peru

Mr. Bonifaz:

By this letter we would like to remind you that your company owes a total of 81,255 soles for the payment of the computer equipment that you purchase to TOTAL COMPUTER S.A.C.

This is the payment corresponding to the third, fourth and fifth month as we set in the payment schedule at the time of execution of the business.

Up to now, we have only received payment for the first and second installments and that has generated capital depletion, generating also many commercial problems to our company.

Our efforts to contact you personally had no fruit, so hopefully after this communication you will communicate with our representatives; otherwise we will initiate legal actions.

Best Regards,

Martin Perez Gallardo
General Manager
TOTAL COMPUTER S.A.C.

In this second example of a collection letter, the general manager of a computer company explains his customer the delay in the payments schedule, and he announces that if the problem is not solved they would initiate legal actions.

Image: FreeDigitalPhotos.net

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