Collection templates: five stages, one voice
Collection templates work when they escalate in structure, not in anger: each stage adds a date and a consequence rather than an adjective.
5 documents free. PDF, photo or XML — data out as CSV, Excel or JSON.
Stage 1 — gentle
«Invoice 1042 (€2,400) was due Tuesday. Could you confirm it is scheduled?»
Add the invoice and payment link. Nothing else.
Stage 2 — firm
«Invoice 1042 is now 10 days overdue. Please confirm a payment date this week.»
One question, one date, no history of the previous emails.
Stage 3 — formal
«Invoice 1042 remains unpaid 21 days after the due date. Payment per the attached notice is requested by 5 December.»
This one is written to be shown to someone else — a manager, an auditor.
Stage 4 — plan
«To resolve this: €1,200 on 5 December, €1,200 on 19 December. Confirm and I will send the schedule in writing.»
Never propose a plan you would not accept yourself.
Stage 5 — final
«Unless payment or an agreed plan is received by Friday, the invoice will be passed to our collection process.»
Send it only if you will do it. Empty escalation is remembered.
Frequently asked
Can I use the same template for every client?
Structure yes, wording no: keep the numbers and dates, change the register to match how you actually speak to that client.
Should templates be in the client's language?
Yes. A formal notice in the wrong language is read as a delay tactic.
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