The Past Due Invoice Letter is a crucial business document used when payment for goods or services remains unpaid beyond the agreed-upon terms. In the Philippine business context, this document serves as a formal reminder and collection tool, typically sent after the payment deadline has passed and initial reminder attempts have been unsuccessful. The letter must comply with Philippine commercial law, including the Civil Code of the Philippines and relevant Central Bank regulations regarding interest rates and collection practices. It should clearly state the outstanding amount, reference the original invoice, specify any applicable late payment charges, and provide clear payment instructions. This document is often the precursor to more serious collection efforts and may be used as evidence in legal proceedings if the debt remains unpaid.
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1. Sender's Details and Date: Complete business contact information of the sender and current date
2. Recipient's Details: Complete contact information of the debtor
3. Subject Line: Clear indication that this is regarding a past due invoice
4. Invoice Reference: Specific reference to the original invoice number(s) and date(s)
5. Outstanding Amount: Clear statement of the total amount due, including any applicable late fees or interest
6. Payment History: Brief reference to previous payment communications and reminders
7. Payment Instructions: Clear details on how and where to make the payment
8. Due Date: Specific deadline for the payment to be made
9. Closing: Professional closing with contact information for payment-related queries
1. Late Payment Interest: Include when applying interest charges to the overdue amount
2. Payment Plan Option: Offer when willing to accept installment payments
3. Legal Action Warning: Include for severely overdue accounts when legal action is being considered
4. Impact on Credit Rating: Include when reporting to credit bureaus is a potential consequence
5. Good Faith Statement: Include for valued customers to maintain positive business relationships
6. Previous Communications Reference: Include when multiple reminders have been sent
1. Copy of Original Invoice: Attachment of the unpaid invoice(s)
2. Statement of Account: Detailed breakdown of the outstanding amount, including any interest or late fees
3. Payment History Record: Documentation of previous payments and communication attempts
4. Payment Instructions Sheet: Detailed payment methods and bank account information
Relevant legal definitions
Clauses
Relevant Industries
Retail
Manufacturing
Professional Services
Construction
Information Technology
Healthcare
Education
Wholesale Trade
Real Estate
Transportation and Logistics
Agriculture
Financial Services
Consulting
Telecommunications
Relevant Teams
Accounts Receivable
Finance
Legal
Credit Control
Collections
Treasury
Customer Relations
Account Management
Administrative
Risk Management
Relevant Roles
Accounts Receivable Manager
Credit Controller
Finance Director
Billing Coordinator
Collections Specialist
Financial Controller
Account Manager
Credit Manager
Business Owner
Accounts Receivable Clerk
Finance Manager
Treasury Manager
Chief Financial Officer
Debt Collection Officer
Credit Risk Analyst
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