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Collection Letter Template for Agencies

Agency invoices often stall over feedback: one deliverable gets questioned and the whole invoice sits. This letter lists what was delivered and approved, asks for any concerns in writing by a set date, and asks for the undisputed part to be paid now.

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The template

[Your Agency Name]
[Your Address]

[Date]

[Client Contact Name]
[Client Company]

RE: Invoice #[Number] for [Project Name]

Dear [Client Name],

Invoice #[Number] for [$Amount] was due on [Due Date] and is still open. It covers [Deliverables], delivered on [Delivery Date] and approved by [Approver Name] on [Approval Date].

If you have concerns about any part of the work, please send them in writing by [Response Deadline] so we can address them.

Please pay any part of the invoice that isn't in question by the same date, using [Payment Method / Link].

Best regards,

[Your Name]
[Your Agency Name]
[Phone] | [Email]

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When to use this letter

  • Project work has been delivered and the invoice is past due.
  • Payment may be held up by feedback, approvals, or a scope question.
  • You have records of when the work was delivered and approved.

Tips

  • Save written approvals as they happen. "Looks great, ship it" in an email is your best collection tool.
  • Separate the questioned items from the rest. Most clients will pay the clear part right away.
  • Bill by milestone instead of one large invoice at the end.
  • Hold back final or source files only if your contract says ownership transfers on payment.

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This is a general business-communication template, not legal advice. You are responsible for compliance with the laws that apply to your collections activity.