Creating effective handwritten letters for cash chasing can significantly improve your debt collection response rates. Handwritten communications offer a personal touch that can make your messages stand out amidst digital clutter, fostering a greater sense of urgency and personal obligation in the recipient. In this blog, we’ll explore various types of handwritten letters used for debt collection and guide how to write them effectively.
A major UK online retailer recently reported that by using hand written letters to chase up overdue account payments, their response and resolution rates went up by a staggering 30 to 50%!
There was a 50% increase in people phoning them to clear their overdue account balance and a 30% increase in people agreeing to pay down their debt by a specific date.
When you stop to think about it, the above cash chasing strategy makes perfect sense.
When was the last time you had a hand-written letter chasing up an overdue invoice or account balance?
Cash-chasing letters traditionally tend to be formal, cold, and impersonal (other than having your mail-merged name and address at the top).
So, if you’re struggling to get the cash in, especially in these difficult times when many people are feeling a squeeze on their finances, why not give handwritten letters a trial?
As illustrated on our price calculator page, the cost of handwritten letters doesn’t need to be high.
Our genuine pen-holding robots with totally authentic natural writing can handwrite large volumes of letters or personal notes at scale, and even small requirements can be cost effective, especially when you consider the reduced time cash-chasing and the lower legal fees because less accounts get badly overdue.
Types of Handwritten Letters for Cash-Chasing, and How to Write Them

Sometimes the most effective method is simply to include a handwritten note along with your standardised cash chasing letter.
This can be on a compliment slip, or even just a small piece of lined paper if you want it to look extra-authentic (just like the A5 or A6 paper you’d tear off a note pad).
Our robots can even write hand-written notes on post-it notes, which you can then stick onto your letter.
Or you can hand-write the entire letter using our robot writers – the key here if you take this option is to make it reasonably short and simple and informal – a long several page letter using stiff traditional business language is less likely to come across as authentically written by a human being, so you lose the personal touch.
Including phrases like “as we haven’t heard back from you yet, I thought to write again personally…” can help re-enforce the personal touch.
When writing these types of letters, it’s probably best to keep clear of unnecessarily formal phrases like “further to our correspondence dated 5th June, I forthwith issue this further reminder that…”
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The Friendly Reminder
Purpose: This type of letter is gentle and aims to remind the debtor that a payment is overdue without conveying any urgency or threat.
Content Tips:
- Start with a friendly opening, acknowledging your ongoing relationship.
- Mention the details of the invoice in question (e.g., invoice number, due date).
- Politely remind them of the payment due and ask if they overlooked it.
- Close with an offer of assistance in case any issues are preventing the payment.
Example:
Dear [Recipient Name],
I hope this note finds you well. I’m writing to gently remind you about invoice [#12345], which was due for payment on [due date]. We understand that oversights happen and wanted to ensure it hadn’t slipped through the cracks.
Please could you check this at your earliest convenience? If there’s any issue or if you need assistance, feel free to reach out. We’re here to help!
Warm regards,
[Your Name]
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The Inquiry Letter
Purpose: To inquire about an overdue payment while implying concern for the debtor’s circumstances that might have led to the delay.
Content Tips:
- Express concern for the recipient’s well-being.
- Request an update on the payment status in a supportive tone.
- Offer solutions or payment plans if you suspect financial difficulties.
Example:
Dear [Recipient Name],
I hope you are doing well. We noticed that invoice [#12345] hasn’t been settled yet, and we wanted to check in with you to see if everything is okay.
We understand times can be tough and are here to work something out if you’re facing difficulties. Please let us know how we can assist you in resolving this matter.
Kind regards,
[Your Name]

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The Firm Reminder
Purpose: To assertively remind the debtor that payment has not been received and that it is important to settle the overdue amount.
Content Tips:
- Be direct but polite about the urgency of the situation.
- Clearly state the invoice details and the consequences of non-payment.
- Provide a clear call to action about what needs to be done next.
Example:
Dear [Recipient Name],
I am writing to remind you that invoice payment [#12345], which was due on [due date], has not yet been received. This matter must be resolved promptly.
Please arrange payment within the next [number] days to avoid any penalties or disruption of services. If you have any questions or need to discuss payment options, please contact us immediately.
Regards,
[Your Name]
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The Final Notice
Purpose: This is often the last communication before taking more formal collection actions. It must convey the seriousness and urgency of the situation.
Content Tips:
- Use firm language that indicates the consequences of further non-payment.
- Include specific details about potential next steps if the payment is not received.
- Offer a final opportunity to settle the debt amicably.
Example:
Dear [Recipient Name],
Despite previous reminders, we still have not received payment for invoice [#12345], which is now significantly overdue. This is a final reminder that failure to pay may result in further actions, including legal proceedings.
Please ensure that payment is made in full by [final due date] to avoid any further consequences. We would like to resolve this matter without additional steps and urge you to contact us immediately to discuss it.
Yours sincerely,
[Your Name]
Further Tips on How to Write an Effective Cash-Chasing Handwritten Letter

Personalise Each Letter: Handwriting adds a personal touch, but personalisation makes it even more effective. Address the recipient by name and make specific references to any past interactions or discussions.
Keep It Short and Direct: While the personal nature of a handwritten letter offers a unique opportunity to connect, it’s important to keep the message concise and focused on the issue at hand.
Be Polite and Professional: Regardless of the payment status, maintaining a polite and professional tone is crucial. This helps preserve relationships and increases the likelihood of settling the account amicably.
Clear Call to Action: Each letter should clearly state what the recipient is expected to do next. Whether it’s making a payment, contacting your office, or confirming receipt of the letter, the call to action should be unmistakable.
Proofread: Errors can undermine the professionalism of your message. Always proofread your letters for spelling and grammatical mistakes.
Using handwritten letters for debt collection can help you increase your response rates significantly. By applying these tips and understanding the different types of letters, you can enhance your debt collection efforts and maintain positive relationships with your clients.