When you sit down to write a debt collection letter, do you find yourself frozen at the keyboard, unable to find the right words?

You may know exactly what it is that you want to say but, for whatever reason, when it comes time to actually write the letter, you struggle to get the words on paper.

Writing a great collection letter is tough, even for good communicators. Frustrations about the past due invoice and the pressing financial stresses that it has caused can get in the way of writing a letter that’s fair. While frustrations and emotions can be a hindrance, it’s possible to rise above and write an effective letter. Try using the following 8 steps to create a collection notice template to use over and over.

1. Limit your letter to one page using short sentences and brief paragraphs.
Don’t feel the need to explain why you need to be paid. You provided a service or goods and your client agreed TO pay. That’s the bottom line.

2. Label the envelope personal or confidential.
This helps to route the letter to the person responsible for the invoice in question.

3. Sign the letter personally.
The fact that you tended to the matter personally adds a level of urgency for the reader.

4. Avoid any wording that could be misunderstood as insulting, intimidating or threatening.
Professionalism through courtesy and respect is always the right path to choose.

5. Don’t apologize.
Any issues regarding your services or goods should have been brought to your attention by your customer long before he or she received a collection notice.

6. Make details clear and paying EASY.
The amount due, your contact information, any reference numbers, your address, phone number, fax number and any other pertinent information should be clearly stated. Include the details for the easiest way to pay you.

7. Be positive.
It’s quite possible that the past due invoice is an oversight and it’s a good idea to treat your first collection notice as if that’s the case.

8. Be firm.
State what you expect: Payment.

Your primary goal is to get paid. Your secondary goal is to retain a quality customer. If you can work WITH her to resolve a debt and thereby maintain good will, that’s even better!