21 Credit & Collection Email Templates

The sample email is written to welcome and establish credit terms with the customer.
Best-practices:

• Be warm and clear – remember this is the first email which the customer is going to receive
• Clearly specify the credit terms with details such as <due-dates>, early payment discounts, service charges for late payments
• Attach the credit policy

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Credit Approval Email

The sample email is written to get credit information from trade references
Best-practices:

• Clearly specify the required information from the customer
• Remind the customer to attach the required document
• Clearly redirect the customer by providing link to the portal

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Request for Trade Reference

The sample email is written to get credit information from banks.
Best-practices:

• Request for all the information required from the bank
• Clearly mention that the customer’s credit application has been attached for their reference
• Specify the link where they can fill in the information
• Provide a link to the portal to upload the bank reference document

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Request for Bank Reference

The sample email is written to remind the customer to renew the collateral certificate before the expiry date
Best-practices:

• Clearly inform about the expiry of the previous document
• Clearly spell out the date by which the certificate will expire
• Remind the customer to attach the required document

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Collateral Certificate Renewal

The sample email is written to remind the customer to renew the tax certificate before the expiry date
Best-practices:

• Clearly inform about the expiry of the previous document
• Clearly spell out the date by which the certificate will expire
• Remind the customer to attach the required document

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Tax Certificate Renewal

The sample email is written requesting the customer for some additional credit information required to complete the credit application
Best-practices:

• Clearly specify the credit information that you require
• Redirect them to the portal to fill in the details

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Credit Information Letter

The sample email is written to inform the customer regarding the extension of their credit limit
Best-practices:

• Clearly mention the existing credit limit
• Specify the extended credit limit
• Offer reaching out directly to you

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Credit Limit Upgrade

The sample email is written when the customer’s order gets blocked due to outstanding payments
Best-practices:

• Use this as a polite reminder regarding the approaching credit limit
• Include the details of the invoices, amount and promised payment date
• Offer convenient payment options
• Attach the original invoices to avoid further to and fro in requesting invoice information

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Blocked Order

The sample email is written to the sales team regarding new customers and extended credit limit for existing customers
Best-practices:

• Clearly specify the account name
• Clearly Specify the corresponding updated credit limit

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Sales Notification (Internal)

The sample email is written to inform the customer regarding payment dues
Best-practices:

• Be polite – remember that this is just a pro-active reminder; do not assume that the customer will default
• Clearly specify the invoices and the due-dates
• Urge them to make a payment with their earliest A/P run
• Share options for easy payment methods through an EIPP portal

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Pro-active Payment Reminder

The sample email is written to inform the customer regarding early payment discounts they can avail
Best-practices:

• Clearly call out the offer – a discount on early payment
• Clearly spell out the date by which payment must be made
• Detail any invoices with the actual amounts to be paid – this clears any confusion in buyers manually calculating final amounts
• Urge them to make a payment with their earliest A/P run
• Provide convenient payment options

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Early Payment Discount Reminder

The sample email is written as the first reminder for the customer’s past-due invoices
Best-practices:

• Clarify whether the customer has received any previous invoice copies
• Call out the invoices for which payment has been delayed – specify the actual date
• Ask the customer to reach out to customer serivce in case of any issues
• Offer convenient payment options

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First Past-due Reminder

The sample email is written as the second reminder for the customer’s past-due invoices
Best-practices:

• Clearly inform about the delay in payment
• Call out the email as a ‘second’ past-due reminder
• Remind the customer to make a payment at their earliest possible
• Offer the option of making a payment commitment through your EIPP portal
• Offer convenient payment options
• Attach the original invoices to avoid further to and fro in requesting invoice information

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Second Past-due Reminder

The sample email is written as the third reminder for the customer’s past-due invoices
Best-practices:

• Call out the possible outcomes for further non-receipt
• Drop any non-essential courtesy or flowery language
• Remind the customer to make a payment at their earliest possible
• Offer convenient payment options
• Offer the option of making a payment commitment through your EIPP portal
• Attach the original invoices to avoid further to and fro in requesting invoice information

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Third Past-due Reminder

The sample email is written to inform the customer that the credit for their account has been suspended due to prolonged delinquency
Best-practices:

• Inform about discontinued credit
• Clearly specify the reason for discontinuation of credit to the account
• Call out the total value of outstanding or past-due invoices
• Offer reaching out directly to a customer service representative as the first option
• Offer convenient payment options
• Offer the option of making a payment commitment through your EIPP portal
• Attach the original invoices to avoid further to and fro in requesting invoice information

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Suspension of Credit

The sample email is written as a reminder to the customer about the unfulfilled payment commitment
Best-practices:

• Include the details of the invoice, amount and promised payment date
• Ask the customer to contact a customer service representative for any help in facilitating the payment
• Offer convenient payment options
• Attach the original invoices to avoid further to and fro in requesting invoice information

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Default on Payment Commitment

The sample email is written in an extra-ordinary circumstance in which the recipient is being reached out to for long outstanding dues
Best-practices:

• Highlight all the information they need to help process the payment
• Offer convenient payment options
• Attach the original invoices to avoid further to and fro in requesting invoice information
• Use this template sparingly to avoid diluting its impact and value

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Escalation Notice

The sample email is written as a polite reminder to the customer to clear few invoices that have outstanding payments
Best-practices:

• Appreciate the relationship with the customer
• Be polite and helpful with any additional details they may need in processing the payment
• Offer convenient payment options
• Attach the original invoices so that all information is available in one place

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Collecting from Key Accounts

The sample email is written to collect from customers who are very slow in their payments and have outstanding invoices
Best-practices:

• Share all information required in a single place
• Be up-front about the implications of continued delay in payments
• Offer support in answering any questions
• Offer convenient payment options

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Collecting from Slow-paying Customers

The sample email is written as a polite reminder for customers who are usually fast-paying but have some outstanding invoices
Best-practices:

• Be polite – these customers have always paid you on-time
• Offer the benefit of doubt and ask them to reach out to customer service for any help
• Offer convenient payment options
• Attach the original invoices so that all information is available in one place

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Collecting from Fast-paying Customers