The Unpaid Invoice Past Due Collection Letter is a critical business document used when standard invoice payment terms have been exceeded and previous payment requests have been unsuccessful. This document is specifically tailored to comply with South African legal requirements, including provisions from the National Credit Act, the Debt Collectors Act, and the Prescribed Rate of Interest Act. It serves as a formal final notice before pursuing legal action, typically sent after regular invoicing and reminder processes have failed. The letter must include specific elements required by South African law, such as accurate debt information, payment terms, and consequences of non-payment. It's an essential tool in the accounts receivable process, particularly when dealing with persistent non-payment issues, and can be used as evidence in subsequent legal proceedings if necessary.
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1. Sender Details: Full legal name, registration number if applicable, physical address, and contact information of the creditor
2. Recipient Details: Full legal name, registration number if applicable, and address of the debtor
3. Date and Reference: Current date and relevant reference numbers including invoice numbers
4. Subject Line: Clear indication that this is a final demand/collection letter for unpaid invoice
5. Outstanding Amount: Clear statement of the total amount due, including any interest and penalties if applicable
6. Payment History: Brief summary of previous invoices and payment attempts
7. Demand for Payment: Formal demand for immediate payment with specific deadline
8. Payment Instructions: Detailed banking or payment details and acceptable payment methods
9. Legal Consequences: Statement of legal actions that will be taken if payment is not received by the deadline
1. Interest Calculation: Detailed breakdown of interest charges, used when applying interest to overdue amount
2. Payment Plan Option: Offer of payment plan terms, included when willing to accept installment payments
3. Previous Communications: Reference to prior collection attempts, included when multiple reminders have been sent
4. Without Prejudice Statement: Legal disclaimer protecting the creditor's rights, used in cases where negotiation might occur
5. Credit Bureau Notice: Warning about credit bureau reporting, included when applicable to the debtor type
1. Original Invoice: Copy of the unpaid invoice(s)
2. Statement of Account: Detailed statement showing all transactions, payments, and balance
3. Delivery Proof: Proof of delivery of goods or services if relevant
4. Communication Log: Record of previous payment demands and responses
5. Interest Calculation Schedule: Detailed breakdown of interest calculations if applicable
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