Start with a title centered in bold, write the date in the left column followed by the recipient’s name and address, include a second bold title line, followed by a short description paragraph and your closing with your name.

The top of the letter should have a bold title in large fonts. The title should take up about two lines. The title should get the reader’s attention and be strong and direct. It should outline the main agreement and subject of the letter and have the objective of payment included. If the second line of the title is shorter than the first title, do not line it up directly underneath and center it instead. Add your company letterhead to make the letter look more precise.

Include the date after a space in the top left column. In the same font size one space lower, write the name and address of the people to whom you are writing the letter. If there is a company name include it on a separate line after the name of the contact. Make sure that all lines are straight and parallel along the left column. Next in bold, restate the intent of the letter as stated earlier in the large title at the top of the page. If there is an account number also include it on this line.

It is now time for your main paragraph explaining the intent of the letter, then mentioning the amount requested and an approximate time period for which the funds were allocated. You should not include anything extra that is not important. In closing, mention that this is in agreement to the terms and conditions made in the agreement above and end with a sincere closing with your name.

Here are some other helpful tips. Make sure that your letter sounds direct and to the point without sounding harsh or negative. You do not want the reader to feel threatened. If your letter sounds too pushy there is a chance the reader will decide that they do not want to pay you.

Maintain a positive tone while making the request directly and firmly. Remember that this is not a collection letter and that you want to keep a good relationship with this person after you get your payment. The objective is to receive payment and keep the account in good shape so that the doors of communication are still open for potential future business endeavors.

A successful letter will ensure prompt delivery of payment without any hassles. It is wise to follow a traditional familiar format without including any humorous or unprofessional comments. Sticking with a similar style as the sample letters found online will help you produce a great letter.