Template
Notice of intent to send to collections letter template
Use this template to inform a customer that a past-due balance may be referred to collections. Keep it factual and professional. This page is informational only and does not provide legal advice.
Published Jan 20, 2026
How it works
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Complete the guided fields online.
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Review the generated PDF before mailing.
We print and mail it via USPS.
Copy/paste template
[Your Company Name]
[Your Company Address]
[City, State ZIP]
[Phone]
[Email]
[Mail this letter](cta)
[Date]
[Client Name]
[Client Company]
[Client Address]
[City, State ZIP]
Re: Notice of intent to send account to collections
Account/Invoice #: [Invoice Number]
Amount Due: $[Amount]
Original Due Date: [Date]
Hello [Client Name],
This is a notice regarding the unpaid balance of $[Amount] for [description of services].
If payment is not received by [Deadline Date], we may refer this account to a collections agency.
Payment options: [methods].
Payment instructions: [link or address].
If you believe this is in error or need to discuss a payment plan, please contact me at [phone/email].
Sincerely,
[Your Name]
[Title]
[Company]
Before you mail (checklist)
- Invoice number, amount, and original due date are correct.
- Deadline date is clear.
- Contact information is included for disputes or payment plans.
- Payment instructions are specific.
Recommended mailing method
If you need proof of delivery, use Certified Mail with electronic return receipt (First Class only). If the deadline is tight, consider Express (1-3 business days). Certified Mail is only available with First Class.
Certified Mail with electronic return receipt (First Class only)
Common mistakes to avoid
- Vague or missing deadline.
- Incorrect amount or invoice number.
- No way to contact you for questions or disputes.
- Overly aggressive language.
What you get
- • Collections notice template
- • Certified Mail with electronic return receipt (First Class only)
- • First Class or Express delivery options
Simple pricing
Base fee plus per-page printing. Postage included. See pricing for details.
PostalForm U.S. First-Class mailing for one black-and-white document page plus the address page starts at $3.40. Certified Mail adds $8.00; Electronic Return Receipt adds $3.00 to Certified Mail. Your document, print choices, destination, and delivery options determine the checkout total. See the full pricing matrix.
Which mailing option and proof should you choose?
PostalForm offers U.S. letter mailing with different delivery and proof options. First-Class suits routine correspondence; Certified Mail adds mailing and delivery records, and Electronic Return Receipt adds a downloadable signature record. Expedited delivery prioritizes speed. Review the destination, estimated dates, total price, and required proof before paying.
| Mailing option | Delivery speed | Proof | Use when | Avoid when |
|---|---|---|---|---|
| USPS First-Class Mail | First-Class Mail delivery estimate shown before payment. | Available processing scans; no recipient signature or Certified Mail receipt. | Routine letters when a signed delivery record is unnecessary. | Your instructions require Certified Mail, a signature, or a deadline this estimate cannot meet. |
| Certified Mail | First-Class delivery speed; certification does not make delivery faster. | USPS mailing and delivery/attempt tracking; no Electronic Return Receipt unless added. | You need a recorded mailing and delivery or attempted-delivery status. | You need a downloadable signature record or faster delivery. |
| Certified Mail + Electronic Return Receipt | First-Class delivery speed; signature collection may require redelivery or pickup. | Certified Mail records plus a downloadable USPS signature record when available. | Your instructions call for Certified Mail with Return Receipt or you need the signature record. | Your recipient requires an original enclosure, personal service, or another submission method. |
| Expedited / Express with signature | Faster estimated delivery range shown at checkout; production cutoff and destination apply. | Carrier tracking and signature option; this is separate from Certified Mail and ERR. | Speed and signature matter and checkout offers the service for your destination. | A rule specifically requires Certified Mail or the displayed estimate misses your deadline. |
Availability and delivery estimates depend on the document and destination. Mailing proof does not establish that a recipient accepted a filing or that legal service requirements were met. Delivery estimates · Full pricing
Why PostalForm
Delivery options
First Class or Expedited with optional Certified Mail.
Address validation
Reduce returned mail and delivery errors.
Fast checkout
Upload once and mail in minutes.
FAQs
- Should I offer a payment plan option?
- If you are open to it, include a contact line so they can propose a plan.
- Do you provide legal advice?
- No. This page is informational only.
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