The Only 5 Email Templates You Need for Collections
Copy-paste email sequences that get responses. Tested on thousands of accounts with proven open and response rates.
The Only 5 Email Templates You Need for Collections
After sending over 50,000 collection emails in my career, I've learned something critical: most collection emails fail because they're either too aggressive or too passive.
You need emails that are professional, respectful, and get responses. Here are the only 5 templates you'll ever need, tested on thousands of accounts with proven results.
Template 1: The 7-Day Friendly Reminder
Use when: Invoice is 7 days old, first follow-up Open rate: 65% Response rate: 22% Subject: Quick Reminder: Invoice #[NUMBER] Body:> Hi [Name],
>
> I wanted to make sure you received invoice #[NUMBER] for $[AMOUNT], sent on [DATE]. It's due on [DUE DATE].
>
> If you have any questions or need anything from us, please don't hesitate to reach out!
>
> Best regards,
> [Your Name]
> [Company]
> [Phone]
Why it works: Friendly, assumes good intent, offers help. People respond because you're not accusing them of anything.Template 2: The 14-Day Check-In
Use when: Invoice is 14 days old, no response to first email Open rate: 58% Response rate: 31% Subject: Checking In: Invoice #[NUMBER] Body:> Hi [Name],
>
> I wanted to check in on invoice #[NUMBER] for $[AMOUNT], which was due on [DUE DATE].
>
> Is there anything preventing payment? If you're facing cash flow issues, I'd be happy to discuss a payment plan that works for your situation.
>
> When can we expect payment?
>
> Thanks,
> [Your Name]
> [Phone Number]
Why it works: Shows concern, offers solution (payment plan), asks direct question ("when can we expect payment?").Template 3: The 30-Day Escalation
Use when: Invoice is 30 days past due Open rate: 71% (urgent subject lines work) Response rate: 47% Subject: Action Required: Invoice #[NUMBER] - 30 Days Past Due Body:> Hi [Name],
>
> Your invoice #[NUMBER] for $[AMOUNT] is now 30 days past due.
>
> To avoid this account being escalated to our collections department, I need payment or a payment plan in place by [SPECIFIC DATE - usually 7 days out].
>
> Please call me at [PHONE] by [DEADLINE] to resolve this.
>
> [Your Name]
> [Title]
Why it works: Creates urgency with deadline. Mentions consequence (collections department) without being threatening. Specific action required.Template 4: The Payment Plan Offer
Use when: Debtor says they can't pay in full Open rate: 82% Response rate: 64% Subject: Payment Plan Options for Invoice #[NUMBER] Body:> Hi [Name],
>
> I understand paying $[AMOUNT] all at once isn't feasible right now. I'd like to offer you some payment plan options:
>
> Option 1: $[AMOUNT ÷ 3] per month for 3 months
> Option 2: $[AMOUNT ÷ 6] per month for 6 months
> Option 3: Custom plan - tell me what works for you
>
> Which option works best for your situation? Once you choose, I'll set it up and send you a confirmation.
>
> Let's get this resolved together.
>
> [Your Name]
> [Phone]
Why it works: Proactive solution. Gives them control (choice of options). Shows you're willing to work with them. People are more likely to commit when presented with structured choices.Template 5: The Final Notice
Use when: All previous attempts failed, 60+ days past due Open rate: 79% Response rate: 38% Subject: FINAL NOTICE: Invoice #[NUMBER] Body:> [Name],
>
> This is your final notice regarding invoice #[NUMBER] for $[AMOUNT], now [X] days past due.
>
> If we do not receive payment or hear from you by [DATE - 5 business days], this account will be:
>
> • Referred to our collections agency
> • Reported to credit bureaus
> • Subject to legal action including liens and judgments
>
> I strongly urge you to contact me immediately at [PHONE] to avoid these consequences.
>
> [Your Name]
> [Title]
> [Company]
> [Phone]
Why it works: Crystal clear consequences. Short deadline creates urgency. Professional tone (not angry or threatening). Gives them one last chance.Bonus Template: The "I Sent the Check" Response
Use when: They claim they paid but you have no record Subject: Re: Payment Verification Needed Body:> Hi [Name],
>
> Thanks for letting me know you sent payment. I don't see it in our system yet.
>
> Can you help me locate it? I need:
>
> • Date you sent payment
> • Method (check #, ACH confirmation, credit card)
> • Amount sent
> • Any confirmation number or receipt
>
> Once you send me this info, I'll research on our end and get back to you within 24 hours.
>
> If it turns out the payment was lost, I'm happy to work with you on a replacement payment without any penalties.
>
> Thanks,
> [Your Name]
Why it works: Calls their bluff professionally. If they lied, they'll go quiet. If they actually paid, you'll find it. Shows you're organized and serious.The Perfect Email Sequence
Week 1-2: Templates 1 & 2 (friendly) Week 3-4: Template 3 (escalation) Week 5-6: Template 4 (payment plan) OR Template 5 (final notice) Result: 70-80% of debts resolved without legal action.Email Best Practices
1. Send at the Right TimeCommon Email Mistakes
❌ Mistake 1: Apologizing too much
"Sorry to bother you..." makes you sound weak.
✅ Better: Be confident. You're owed money. Act like it.
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❌ Mistake 2: Vague language
"Please remit payment at your earliest convenience."
✅ Better: "I need payment by Friday, March 15th at 5pm."
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❌ Mistake 3: Walls of text
500-word emails don't get read.
✅ Better: 100-150 words max. Bullets. White space.
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❌ Mistake 4: No clear next step
"Let me know when you can pay."
✅ Better: "Call me at [number] by [date] to set up a payment plan."
When Email Isn't Enough
Email works for 70% of collections. For the other 30%, you need to:
1. Pick up the phone (after 2-3 unanswered emails) 2. Send physical mail (certified letter gets attention) 3. Escalate to professional (after 60 days, DIY stops working)The Collection Kings Difference
We've tested these templates on 10,000+ accounts. They work because they balance three things most businesses get wrong:
1. Respect (we're not jerks)
2. Persistence (we don't give up)
3. Results (we recover money)
Ready to automate your collection emails? Download our complete email toolkit with 15+ templates, subject line formulas, and tracking spreadsheets.Or get a free assessment to see if you should handle collections in-house or bring in the pros.
Remember: The best collection email is the one that gets sent. Use these templates, send them consistently, and watch your recovery rates climb.