10 Collection Email Sample Templates: How to Write Effective Dunning Emails

Hey there, do you have a hard time collecting payments from your clients? Don’t worry, you’re not alone. Many businesses struggle with the delicate task of sending collection emails without sounding too pushy or desperate.

But fear not, I’ve got something that can help. In this article, I’m going to share with you some collection email samples that you can use as a reference or even edit to fit your specific needs.

Whether you’re running a small business or managing a large corporation, sending collection emails is an essential part of maintaining a healthy cash flow. However, it’s important to remember that your clients are just as busy as you are, and perhaps they simply forgot to pay. Therefore, sending a friendly reminder email can go a long way in securing payment without straining the relationship.

So, grab a cup of coffee and take a look at some of the collection email samples I’ve gathered for you. With a little bit of personalization and a touch of tact, you can maintain a positive and professional relationship with your clients while effectively collecting payments.

The Best Structure for Collecting Email Samples

As a marketer, one of your most important assets is your email list. It can connect you with your audience, help you build relationships, and ultimately drive sales for your business. But building an email list requires a strong strategy, and a key part of that strategy is the structure of your email collection process.

The best structure for collecting email samples is a multi-step process that starts with optimizing your website and ends with segmented email lists. Here’s a step-by-step breakdown:

Step 1: Optimize your website for email captures

The first step in building your email list is to optimize your website for email captures. This means placing opt-in forms in strategic locations throughout your site, such as in your header, sidebar, or footer. You should also consider using pop-ups, slide-ins, and other types of forms to capture email addresses from your website visitors.

Step 2: Offer a valuable incentive to encourage sign-ups

Simply asking for someone’s email address may not be enough to convince them to sign up for your list. To increase your opt-in rates, you need to offer a valuable incentive in exchange for their email address. This could be a free guide, e-book, or access to exclusive content.

Step 3: Use social media to drive traffic to your website

Social media can be a powerful tool for driving traffic to your website and increasing your email list. Share your opt-in incentive on your social media channels and encourage your followers to sign up. You can also use paid social media advertising to reach a larger audience.

Step 4: Segment your email lists

Once you’ve started collecting email addresses, it’s important to segment your email lists. This means grouping your subscribers based on their interests, behaviors, or demographics. By sending targeted emails to each group, you can increase engagement and improve your email marketing results.


Building an email list is an important part of any marketing strategy, and the structure of your email collection process can have a big impact on your success. By following these four steps, you can optimize your website, offer value to your subscribers, use social media to drive traffic, and segment your lists for maximum impact.

Collection Email Sample for Late Payment

Reminder for Late Payment

Dear [Client Name],

We hope you are well. We would like to thank you for choosing our service and working with us. However, we notice that your [payment type] payment due on [date] has not been received yet. We kindly remind you to settle the payment as soon as possible.

If you have any concerns or issues regarding the payment, please let us know. We are here to assist you in any way we can.

Thank you for your cooperation. We appreciate your business and look forward to continuing our partnership in the future.

Best regards,

[Your Name]

Past Due Payment Reminder

Dear [Client Name],

Thank you for being our valued customer. We appreciate your loyalty and trust. However, we noticed that your [payment type] payment due on [date] is still outstanding.

We kindly remind you to make the payment as soon as possible to avoid further complication. Please note that you may incur late payment fees and interest charges if the payment is not made promptly.

If you are experiencing any difficulty in making the payment, please let us know. We are willing to work with you to find an appropriate solution. Your satisfaction is important to us.

Thank you for your cooperation. We look forward to continuing our relationship with you.


[Your Name]

Collection Email Sample for Delinquent Account

Reminder for Delinquent Account

Dear [Client Name],

We hope this letter finds you well. However, we noticed that your account is now delinquent, with the balance of [amount]. In order to maintain a good business relationship, we kindly remind you to settle the account as soon as possible.

We understand that unforeseen circumstances may cause difficulties in payment. However, we urge you to contact us to discuss possible solutions and avoid legal action.

If we do not hear from you or receive payment within [number of days], we may have to take legal action to recover the debt and report the delinquent account to credit bureaus. We hope to avoid such measures and find an amicable solution for both parties.

Thank you for your attention to this matter. We appreciate your business and hope to continue a mutually beneficial partnership with you.

Best regards,

[Your Name]

Final Notice for Delinquent Account

Dear [Client Name],

We regret to inform you that your account is now seriously delinquent, with the balance of [amount]. Despite our previous attempts to contact you and remind you of the payment, we have not received any response or settlement.

This is our final notice before taking further action to recover the debt, including legal measures and reporting to credit bureaus. We strongly urge you to contact us immediately to arrange payment or discuss possible solutions.

Please understand that we do not wish to damage our relationship with you or cause unnecessary hardship. However, we cannot sustain our business without timely payment and adherence to our credit terms.

We hope to hear from you soon and resolve this matter amicably. Thank you for your attention.


[Your Name]

Collection Email Sample for Dispute

Response to Disputed Charges

Dear [Client Name],

We received your dispute regarding the charges on your account, and we appreciate your feedback. However, we would like to clarify the charges and provide further explanation.

The charges are based on the [contract/agreement] signed by both parties and the services provided to you. We have reviewed the contract and found no discrepancies between the charges and the scope of work.

If you have any concerns or questions regarding the contract or the charges, please let us know. We are willing to discuss the matter with you and find a satisfactory resolution.

We value your business and hope to continue our partnership in the future.

Best regards,

[Your Name]

Final Response to Disputed Charges

Dear [Client Name],

We regret that we could not resolve the dispute regarding the charges on your account. We have investigated the matter thoroughly and found that the charges are based on the terms stated in the [contract/agreement] signed between us and the services provided to you.

We appreciate your feedback and value your business. However, we have no option but to insist on the charges and demand payment.

If you wish to dispute the matter further, you may seek legal advice and follow the appropriate procedures. We will provide all necessary documentation and support to assist in the resolution.

Thank you for your understanding. We hope to maintain a positive relationship with you despite the dispute.


[Your Name]

Tips for Collecting Email Samples

If you are in the business of email marketing, collecting email samples is crucial to your success. The more data you can gather, the more insights you can glean into your target audience, their interests, and their behavior. Here are some tips for collecting email samples:

  • Offer a sign-up incentive: People are more likely to give you their email address if they feel they are getting something in return. Offer a discount, a free ebook, or some other incentive for signing up for your mailing list.
  • Use social media: Utilize your social media channels to promote your mailing list and encourage people to sign up. You can also use social media to conduct surveys and gather feedback from your audience.
  • Host a giveaway: Similar to offering a sign-up incentive, hosting a giveaway is a great way to collect email samples. Encourage people to enter by providing their email address, and make sure the prize is enticing enough to make it worth their while.
  • Create an email course: If you have expertise in a particular area, consider creating an email course that people can sign up for. This not only provides value to your audience, but it also allows you to collect email addresses.
  • Partner with other businesses: Partnering with another business that targets a similar audience is a great way to expand your reach and collect email samples. You can cross-promote each other’s mailing lists and reach new people.
  • Use pop-ups: While pop-ups can be annoying, they are also effective in collecting email samples. Just make sure you are not overly intrusive and give people the option to close the pop-up without providing their email address.
  • Attend events: Attend industry events and conferences to network and collect email samples. Make sure to bring business cards and have a way to collect email addresses on the spot.

By implementing these tips, you can grow your mailing list and gather valuable insights into your target audience. Remember to always be transparent and give people the option to opt-out of your mailing list if they choose to do so.

Collection Email Sample FAQs

What are collection emails?

Collection emails are messages sent by businesses to customers who have unpaid debts or overdue payments. They serve as reminders to settle their accounts or risk facing more serious actions.

Are collection emails essential in business?

Yes, collection emails are necessary since they can improve a business’s chances of getting paid. They can also help maintain a positive relationship with the customer by providing options for repaying the debt.

What should be included in collection emails?

Collection emails should clearly state the reason for the message, the amount owed, the steps that will be taken if payment is not made, and available payment options.

Can collection emails be automated?

Yes, collection emails can be automated using software and tools that are specifically designed to send reminders and follow-ups to customers who have unpaid debts. However, it is recommended to customize the message to fit the customer’s situation.

When is the best time to send collection emails?

It is best to send collection emails immediately after the payment due date has passed. This way, it will serve as a reminder to the customer while the debt is still fresh in their mind.

How many collection emails should be sent?

The number of collection emails to send depends on the business’s policy and the severity of the debt. Typically, businesses send three to five emails before taking more aggressive actions.

What are the legal restrictions when sending collection emails?

In the US, the Fair Debt Collection Practices Act (FDCPA) regulates the rules for collection agencies and businesses. Some of the restrictions include not harassing the debtor, disclosing information to third parties, and using deceptive practices.

Wrapping It Up

And that’s a wrap, folks! I hope this collection email sample has inspired you to create your own effective collection emails. Remember, a personalized and friendly tone is always key. Thanks for reading and don’t forget to visit again soon for more helpful tips and tricks. Keep it real, keep it human!