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Sample Collection Letters

Using a word processor, and after merging the master document with the extracted collection data, a series of letters are generated; one is shown below. The formatting below may not be exactly like the letter generated by the word processor, but the letter content is a guide as to what you may want begin with and modify to say more specifically to suit your requirements.  The signature is scanned so as to look like an actual signature, and alleviates signing each letter.  You may choose to actually sign your letters.

This letter is generated with a mail merge function of a word processor.  A word processor master document is prepared, and interfaces with the extracted collection data such that a specific letter is generated for each invoice extracted.

The master document will vary from one word processor to the next.  CES supports certain versions of Microsoft WORD and Corel WordPerfect, and supplies sample master documents--click on the word processor to see more specifics of what the master document looks like, how to use, etc..

For the letter below, note that the address is on the right side for right windowed envelopes.  Also note that the top line of the table is a fold line such that the address appears in the address window.   The date is a function field such that the date printed automatically appears there.

Figure 1 -- Printed Collection Letter 1

December 7, 1998

 

Mr. / Ms. William Harriman
999 Elm Street
LaGrange, GA 30240
                                    

 

Patient Name

William Harriman

Charges

$430.00

Invoice Number

M1-123456

Payments

$344.00

Service Date

05/14/1997

Amount Due

$86.00

 

 

 

Dear Mr. / Ms. Harriman:

Your City Ambulance Service (LaGrange, Georgia) has authorized CES as an agency
for Ambulance billing.

We have billed you multiple times in the past, but our records still show a past due balance
of $86.00 for services performed on 05/14/1997. If this is incorrect and/or you have
insurance to cover this bill, please contact us. We will make every effort available to you
to satisfy any misunderstanding and/or problem you may have concerning this unpaid
balance.

A reasonable payment plan is available to you if you make the effort to contact us immediately. If we do not hear from you within 10 days, we will turn your account over to a
collection agency. Please be mindful of certain possible settlement options that the collection
agency may possibly employ, some of which include legal and/or reporting to a credit bureau, as well as adding a collection fee. I hope you realize the potentially unfavorable effects of such actions. Credit information could be reported to future employers, insurers, and financial institutions on request.

I am deliberately withholding any action on your account for the next ten (10) days. If we do
not receive any response from you, I definitely will send your account to a collection agency.
I hope you will not put me in this unfavorable position, and this can be avoided if you will
contact our office immediately in order to make some type of arrangement to settle this account.

Please extend us the courtesy of a toll-free phone call at 1-800-482-4704.

Sincerely,

James O. Blackstone, EMS Billing Supervisor

 

Figure 2 -- Printed Collection Letter 2

December 7, 1998

 

Mr. / Ms. William Harriman
999 Elm Street
LaGrange, GA 30240
                                    

 

Patient Name

William Harriman

Charges

$430.00

Invoice Number

M1-123456

Payments

$344.00

Service Date

05/14/1997

Amount Due

$86.00

 

 

 

Dear Mr. / Ms. Harriman:

Your City Ambulance Service (LaGrange, Georgia) has authorized CES as an agency  for Ambulance billing.

We have billed you multiple times in the past, but our records still show a past due balance
of $86.00 for services performed on 05/14/1997. In addition, you received a letter from us
requesting that you contact us so that we would not be put into the position of turning your
account over to a collection agency.

You did not respond to our letter, and thus, we are doing what we said we would do, namely, turn this invoice over to a collection agency. You will be contacted by the collection agency.

Your future references and/or payments to the above invoice number M1-123456 should be to the collection agency and not to us. We will not accept payment, but will forward such to the collection agency.

The status of the invoice noted above does not reflect the status of more recent invoices, if any. In the future, you can avoid us having to turn your delinquent invoices over to a collection agency by making some attempt to work out a payment plan.

I regret that you did not make the effort to establish some type payment plan with us.

Sincerely,

James O. Blackstone, EMS Billing Supervisor

Microsoft WORD

The procedure for all letters (letter1, letter2, etc.) is the same, and therefore, only letter1 is demonstrated below. The letter above was generated by opening Let1.doc (shown below in figure 3) as a mail merge document.  Certain things must be in place to do the mail merge, and starting from square 1 are as follows:

Figure 3 -- Microsoft WORD Master Mail Merge Document

December 7, 1998

 

Mr. / Ms. <<RP_FNAME>> <<RP_LNAME>>
<<ADDR1>>
<<ADDR2>>
<<CITY>>, <<STATE>>  <<ZIP>>

 

Patient Name

<<PAT_FNAME <<PAT_LNAME>>

Charges

$<<AMT_INIT>>

Invoice Number

<<INVOICE>>

Payments

$<<AMT_PAID>>

Service Date

<<SER_DATE>>

Amount Due

$<<AMT_DUE>>

 

 

 

Dear Mr. / <<RP_LNAME>>:

Your City Ambulance Service (LaGrange, Georgia) has authorized CES as an agency
for Ambulance billing.

We have billed you multiple times in the past, but our records still show a past due balance
of $<<AMT_DUE>> for services performed on <<SER_DATE>>. If this is incorrect and/or you have insurance to cover this bill, please contact us. We will make every effort available to you to satisfy any misunderstanding and/or problem you may have concerning this unpaid
balance.

A reasonable payment plan is available to you if you make the effort to contact us immediately. If we do not hear from you within 10 days, we will turn your account over to a
collection agency. Please be mindful of certain possible settlement options that the collection
agency may possibly employ, some of which include legal and/or reporting to a credit bureau, as well as adding a collection fee. I hope you realize the potentially unfavorable effects of such actions. Credit information could be reported to future employers, insurers, and financial institutions on request.

I am deliberately withholding any action on your account for the next ten (10) days. If we do
not receive any response from you, I definitely will send your account to a collection agency.
I hope you will not put me in this unfavorable position, and this can be avoided if you will
contact our office immediately in order to make some type of arrangement to settle this account.

Please extend us the courtesy of a toll-free phone call at 1-800-482-4704.

Sincerely,

James O. Blackstone, EMS Billing Supervisor

 

 

WordPerfect

Figure 4 -- WordPerfect Master Mail Merge Document
A series of screen captures show the content of the Master Document

wpe2D.jpg (54661 bytes)

wpe2E.jpg (65967 bytes)

wpe2F.jpg (77446 bytes)

wpe30.jpg (65392 bytes)

 

 

 

The procedure for all letters (letter1, letter2, etc.) is the same, and therefore, only letter1 is demonstrated below. The letter above was generated by opening Letter1.frm (shown below in figure 4) as a mail merge document.  Certain things must be in place to do the mail merge, and starting from square 1 are as follows:

  1. First open the file C:\COLLECT\LETTER1.FRM.   The Master document will appear as shown in figure 4 above, and as partially shown below.
  2. Then click on the MERGE button and a drop down image will appear.  Click MERGE again (upper right radio button)


wpe34.jpg (43535 bytes)

 

wpe35.jpg (6335 bytes)
Use the down arrow if necessary and select ASCII DOS Text, then press OK.  A series of letters will be printed as shown above.  These letters can be mailed