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The “Write” Way to Collect:
Effective Collections through the
Mail
Receivables Management
Solutions
Since 1938
Letters can be an effective and efficient tool in the debt
collection process. Consider the use of collection
letters when...
When to Send Letters in Mail
Collections
• Send three letters to the same
person at the same address
within 30 days
– Have...
The 7 Do’s of Mail Collections
Do:
1. Keep the letter brief (no more
than 100 words)
2. Request payment in full in the
fir...
The 4 Don’ts of Mail Collections
Don’t:
1. Suggest a payment plan or
discuss a deal (it weakens your
position, let the deb...
For a complete list of Do’s and Don’ts in Mail
Collections, as well as tips on how to Address
Unresponsive Debtors, follow...
Legal Disclaimer
No Attorney-Client Relationship Created through this
Presentation: Neither your receipt of information fr...
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The "Write" Way to Collect: Tips on Mail Collections

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Tips on when and how to effectively use letters to collect past-due accounts!

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  • Question: Who in your business office (dentist, chiropractor, veterinarian) is responsible for collecting unpaid customer bills? Is it you? Your office manager? An outside collection agency?
    Answer: We believe your front desk staff CAN and SHOULD be handling the majority of these accounts.
  • Question: Who in your business office (dentist, chiropractor, veterinarian) is responsible for collecting unpaid customer bills? Is it you? Your office manager? An outside collection agency?
    Answer: We believe your front desk staff CAN and SHOULD be handling the majority of these accounts.
  • Question: Who in your business office (dentist, chiropractor, veterinarian) is responsible for collecting unpaid customer bills? Is it you? Your office manager? An outside collection agency?
    Answer: We believe your front desk staff CAN and SHOULD be handling the majority of these accounts.
  • Question: Who in your business office (dentist, chiropractor, veterinarian) is responsible for collecting unpaid customer bills? Is it you? Your office manager? An outside collection agency?
    Answer: We believe your front desk staff CAN and SHOULD be handling the majority of these accounts.
  • Question: Who in your business office (dentist, chiropractor, veterinarian) is responsible for collecting unpaid customer bills? Is it you? Your office manager? An outside collection agency?
    Answer: We believe your front desk staff CAN and SHOULD be handling the majority of these accounts.
  • Transcript of "The "Write" Way to Collect: Tips on Mail Collections"

    1. 1. The “Write” Way to Collect: Effective Collections through the Mail Receivables Management Solutions Since 1938
    2. 2. Letters can be an effective and efficient tool in the debt collection process. Consider the use of collection letters when: · The debtor has no phone, an unlisted number, or monitors calls with an answering machine · The debtor is a single head of household or part of a two- income family and therefore is not at home very often · You have too many overdue accounts to possibly handle via the phone alone
    3. 3. When to Send Letters in Mail Collections • Send three letters to the same person at the same address within 30 days – Have the collector sign the first letter, the office manager the second, and the owner the third – Involving more than one person adds credibility to the letters and shows the debtor the situation is becoming more serious • Include a self-addressed envelope and call attention to it in your letter – Serves as both a convenience and a show of urgency
    4. 4. The 7 Do’s of Mail Collections Do: 1. Keep the letter brief (no more than 100 words) 2. Request payment in full in the first paragraph, and state the exact amount owed in dollars and cents 3. Use a “CC:” on your letter to convey importance (if you don’t have a department to send them to, “CC:” them to a file) 4. Use “we,” “us,” and “our,” rather than “I,” “me,” and “my”
    5. 5. The 4 Don’ts of Mail Collections Don’t: 1. Suggest a payment plan or discuss a deal (it weakens your position, let the debtor begin the negotiations) 2. Apologize for bothering the debtor or for requesting payment on the account *As a final test, imagine yourself as the debtor and then read the letter. Would you send payment in-full today? If not, rework the letter.
    6. 6. For a complete list of Do’s and Don’ts in Mail Collections, as well as tips on how to Address Unresponsive Debtors, follow the link below! The "Write" Way to Collect: From IC System
    7. 7. Legal Disclaimer No Attorney-Client Relationship Created through this Presentation: Neither your receipt of information from this presentation, nor your retention of I.C. System, Inc., or its legal counsel creates an attorney-client relationship between you and I.C. System. No Legal Advice Intended: This presentation includes information about legal issues and legal developments. Such materials are for informational purposes only and may not reflect the most current legal developments. These informational materials are not intended, and should not be taken, as legal advice on any particular set of facts or circumstances. You should contact an attorney for advice on specific legal problems. © 2014 I.C. System, Inc. All Rights Reserved.
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