📌 Business Debt Collection Resources and Tools

Running a business also means protecting your revenue when customers fail to pay. Below are essential tools and templates to help you collect what you’re owed and secure future transactions.

📄 Essential Documents and Templates

📞 Communication Tools

• ▶ Polite Payment Reminder Email Template

  Polite Payment Reminder

  Subject: Friendly Reminder – Invoice #[Invoice Number]

  Hi [Debtor Name],

  Just a quick reminder that invoice #[Invoice Number] is still outstanding. Please let us know if payment is on the way or if you need any help processing it.

  Thank you for your attention!

  Best regards,
  [Your Company]

  📋 Copy Email Text
• ▶ Past Due – Urgent Escalation Email Template

  Past Due – Urgent Escalation

  Subject: Urgent: Past Due Invoice #[Invoice Number]

  Dear [Debtor Name],

  We have previously reached out regarding your outstanding balance of [Amount]. Unfortunately, this invoice remains unpaid and is now significantly past due.

  It is important that we resolve this matter immediately to avoid further action. Please contact us or remit payment within the next [Number of Days] days.

  If payment has already been sent, kindly disregard this notice and let us know the details.

  We hope to resolve this quickly and avoid escalation to collections.

  Thank you for your prompt attention to this urgent matter.

  Best regards,
  [Your Company]

  📋 Copy Email Text
• ▶ Phone Call Script for Collecting Past Due Accounts

  Phone Call Script for Collecting Past Due Accounts

  Opening the Call:

  “Hello, this is [Your Name] from [Your Company]. I’m calling regarding invoice #[Invoice Number], which appears to be past due.”

  Confirm the Situation:

  “I just wanted to confirm — has this been received on your end?”

  If YES (Received):

  “Great. Is there any issue preventing payment at this time?”

  If NO (Not Received):

  “No problem. I’ll send over a copy right after our call. May I confirm your email address?”

  Addressing Payment:

  “When do you think payment can be processed? We’d like to avoid any further action.”

  Closing the Call:

  “Thank you for your time. I’ll follow up on [Date] if payment has not been received. Have a great day!”

  📋 Copy Phone Script

🚨 When to Escalate

If none of these tools work, consider using a commercial collection agency or legal action.

📌 Tips for Securing Future Transactions

• Always use signed agreements and purchase orders.
• Run credit checks or request deposits from new clients.
• Offer discounts for early payments.
• Document every communication for your records.

🎯 Get the Business Collection Starter Kit (PDF)

Download all templates in one convenient PDF:

Need help recovering overdue accounts? Learn how collection agencies can help →