How to Write a Billing Memo for a Delinquent Account

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Although it is unpleasant, sometimes business owners or workers must send a reminder for clients and customers to pay their bills. When an account is overdue, a company generally sends a memo in an attempt to collect payment.

Even if you are frustrated by lack of payment or in real need of your money, a memo for a delinquent account should still remain professional and polite. Depending on how late your payments are, it may be necessary to threaten reporting the person or business to a credit bereau or other actions against them.

The following is the correct format for writing a billing memo.

Things You'll Need

  • Computer with internet access and email account
  • Paper
  • Envelope
  • Postage stamp

How to Write a Memo for a Delinquent Account

Start the memo by writing From: at the top left corner, followed by your name or business name. Directly underneath put To: followed by their name or company. Beneath that write RE: in bold lettering, and then put what your memo is regarding. This will usually be “deliquent account”, and in some cases the product or service for which they owe.

Write the details of their account information in the body of the memo. Skip four lines after the header, and begin by writing “Dear” followed by their name. An example delinquent account memo sounds like this:

Dear Steven,

I have written you several times requesting payment or to set up payment options with you to bring your account current with us. By ignoring these requests, you are damaging the excellent credit you had previously maintained with us. You may also be incurring additional late fees to your balance. Please call us today at (xxx)xxx-xxxx to arrange payment before actions are taken against your credit.

Thank you for your cooperation, Carla Jones

Follow through with any threats you make in the body of your memo. If you state that the person has ten days in which to make a payment before being reported to a credit institution, make sure you actually report them when their time limit is up. Otherwise, you will lose credibility.

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