Payment Request Letter for Outstanding Balance

A Payment Request Letter for Outstanding Balance is a reminder letter requesting the recipient pay the balance of their account. A request for payment of an outstanding balance is generally sent to a company whose account balance is overdue. The letter reminds the debtor of the amount of their financial responsibility, the date the balance must be paid, and the consequences of not paying by the appointed date, such as interest accrued.

This request is often the last attempt at working with a debtor before turning the account over to a collection agency. It should be written professionally and clearly outline payment expectations. All companies should have a clear and concise basic format for a payment request letter for the outstanding balance to be used when an account is severely overdue.

Your request for payment should clearly state information about the account balance, the due date, and the consequences of not paying the balance by the date assigned. Be sure to include all of the following:

  • Amount Due
  • Invoice Number
  • Month and year debt was incurred
  • Pay By date
  • Consequence of not paying by Pay By date
  • Your contact Information
  • Contact information for contesting the debt

Payment Request Letter for Outstanding Balance (Format)

Here is a basic format for a payment request letter for outstanding balance. It can be modified for your company’s use.

{Your Company’s Name}

(Your Company’s Address}

Leave this line blank.

{Recipient Name}

{Recipient’s Company’s Name}

{Recipient Address}

RE: Outstanding Balance, Invoice No. {Invoice Number}

{Date}

Dear {Recipient}:

Our records indicate that you have an outstanding balance of {amount}, dating {date of invoice}. I have attached a copy of the invoice.

If you have already paid the amount requested, please disregard this letter. If you wish to contest this debt, please contact {name} at {phone number} or {e-mail address}. If you have questions about this invoice, please contact me at {phone number} or {e-mail address}.

Otherwise, please remit the outstanding balance by {date} to avoid {consequence}.

Thank you for your attention to this matter. We look forward to your continued business.

Sincerely,

{Your Signature}

{Your Name}

Attached: Invoice No. {Invoice Number}

Sample Payment Request Letter for Outstanding Balance

Here is a sample letter based on the above basic format.

Incredible Landscaping

3004 West Hampton Street

Ellington, LA 39899

Mrs. Lynn Baker

TOP Manufacturing

5879 South 56 Street

Ellington, LA 39899

RE: Outstanding Balance, Invoice No. 2379

August 28, 2029

Dear Mrs. Lynn Baker:

Our records indicate that you have an outstanding balance of $2,359.00, dating July 28, 2029. I have attached a copy of the invoice.

If you have already paid the amount requested, please disregard this letter. If you wish to contest this debt, please contact Ms. Cynthia Boorman at 724-658-3200 or boormanc @ TOP . com. If you have questions about this invoice, please contact me at 724-658-3300 or elliota @ TOP . com.

Otherwise, please remit the outstanding balance by September 28, 2029 to avoid the accrual of interest. As our contract states, we charge 8% interest on accounts older than 60 days.

Thank you for your attention to this matter. We look forward to your continued business.

Sincerely,

Abagail Elliot

Abagail Elliot

Attached: Invoice No. 2379

Sample Payment Reminder Letter

Here is a sample letter based on the above basic format. The sender has already discussed the balance due to the customer, and the customer agrees the debt is valid. Therefore, there is no option for contesting the debt or asking questions.

Mr. Jacob Saul

Electronic Nation

209 South Peoria Place

Kensey, IA 59276

Mr. Mark Fellows

Howse Appliance

3216 West 4 Street

Fredricksville, NE 78786

RE: Outstanding Balance, Invoice No. 2836

December 23, 2029

Dear Mr. Mark Fellows:

Our records indicate that you have an outstanding balance of $3,290.00, dating November 2, 2029. I have attached a copy of the invoice.

If you have already paid the amount requested, please disregard this letter. Otherwise, please remit the outstanding balance by January 2, 2029 to avoid this debt being turned over to a collection agency.

Thank you for your attention to this matter. We look forward to your continued business.

Sincerely,

Mr. Jacob Saul

Mr. Jacob Saul

Attached: Invoice No. 2836

Payment Request Letter for Outstanding Balance (Template)

Conclusion

Every company needs both a policy for collecting outstanding debts and a basic format for collection letters. Collection letters should be clear about the company’s expectations and the consequences of not paying by the due date. They should be professional and contain all the information the recipient needs to resolve their debt.