Free mail merge letter templates
45 Word templates with real merge fields already in place. Download, add your letterhead, and merge from QuickBooks, Stripe, or Excel. No email required.
General business
Ready to use for any small business.
Friendly Past-Due Reminder Letter
A polite first nudge for customers with an overdue balance, filled from QuickBooks.
Firm Past-Due Letter (Second Notice)
A firmer follow-up when the friendly reminder didn’t land: clear ask, specific amount.
Final Notice Letter
The last letter before collections or service hold: serious, specific, still professional.
Account Statement Cover Letter
A short cover letter to send with monthly or quarterly statements, personalized per customer.
New Customer Welcome Letter
A warm, professional welcome for new accounts: billing contacts, what to expect, who to call.
Price Increase Letter
Announce a rate change with notice, a reason, and appreciation, personalized per customer.
Past-Due Invoice Letter
Invoice number, amount, and days overdue, computed by MergeNinja from Stripe, in a firm-but-friendly letter.
Final Notice: Unpaid Invoice
The escalation letter for seriously overdue Stripe invoices, with the payment link included.
Payment Receipt
A branded, printable receipt for each Stripe charge: amount, date, receipt number, card details.
Subscription Renewal Notice
Plan, price, and renewal date pulled straight from Stripe subscriptions. No surprise charges.
Year-End Payment Summary Letter
One letter per customer with their annual total, payment count, and date range, from Stripe payment summaries.
Refund Confirmation Letter
Confirm a refund in writing: amount, original payment date, and card, from Stripe payment data.
General Customer Letter
A clean starting letter wired for an Excel list: name, address, salutation, ready for your message.
Payment Reminder Letter (Excel)
A courteous payment reminder driven by a simple spreadsheet: name, amount due, due date.
Announcement / Event Letter
Open house, new location, policy change: one letter, personalized for everyone on your list.
Contractors & home services
HVAC, plumbing, landscaping, remodeling.
Past-Due Letter for Contractors (First Notice)
The job’s done, the invoice isn’t paid. A professional first nudge that protects the relationship.
Firm Past-Due Letter for Contractors
The 60-day letter: work delivered, balance named, deadline set, still professional.
Final Notice for Contractors
The last letter before liens or collections: factual, dated, and firm.
Job Complete Thank-You Letter
Close every job with a thank-you, care instructions, and a review ask, merged per customer.
Seasonal Service Reminder
Furnace tune-ups, spring cleanups, gutter season: bring last year’s customers back.
Gyms & fitness studios
Memberships billed through Stripe.
Membership Renewal Notice
Plan, price, and renewal date from Stripe: the heads-up that prevents front-desk surprises.
Membership Price Increase Letter
Announce a dues change with notice and the member’s actual plan and price merged in.
Failed Payment / Card Update Letter
A friendly "your card didn’t go through" letter for delinquent members, from Stripe customer data.
Member Win-Back Letter
For members who cancelled or lapsed: a warm invitation back, with an offer slot.
New Member Welcome Letter
First-week orientation, class booking, and who to ask: a warm start for every new member.
SaaS & software
Subscription billing on Stripe.
Branded Payment Receipt for SaaS
The printable, letterhead receipt enterprise procurement keeps asking for, from Stripe charges.
Subscription Renewal Notice for SaaS
Formal renewal notification with plan, amount, and date: the courtesy larger accounts expect.
Year-End Spend Summary for Customers
Total paid, payment count, and period per customer. Finance teams file this happily.
Failed Payment Dunning Letter for SaaS
Open invoice, days overdue, and the hosted payment link: the recovery letter for involuntary churn.
Plan Price Change Letter for SaaS
Grandfathering, effective dates, and the customer’s actual plan merged in: the change-log letter.
Landlords & property management
Rent invoiced through QuickBooks or tracked in Excel.
Rent Reminder Letter
A neutral, dated reminder for tenants with an open balance, from QuickBooks rent invoices.
Late Rent Letter (First Notice)
Firmer than a reminder: balance, late-fee reference, and a deadline, still professional.
Late Rent Letter (Final Before Formal Notice)
The last informal letter before statutory process: factual, specific, and documented.
Annual Rent Payment Summary
A year-of-rent summary letter tenants ask for, driven by a simple Excel rent ledger.
New Tenant Welcome Letter
Move-in essentials: payment details, maintenance contacts, and house rules, per tenant.
Agencies & professional services
Retainers and project billing.
Retainer Statement Cover Letter
The month-end cover letter for retainer clients: balance, period, and a personal line.
Past-Due Letter for Agencies
Professional, relationship-preserving collection for slow-paying clients.
Rate Increase Letter for Agencies
Announce new rates to clients with notice, context, and confidence.
New Engagement Welcome Letter
Kickoff on paper: contacts, cadence, billing terms, one per new client.
Project Complete Thank-You Letter
Wrap the project, hand over the deliverables list, and open the door to the next one.
Bookkeepers & accounting firms
Letters you run on behalf of clients.
Client Statement Cover Letter (On Behalf)
The cover letter your firm sends with statements on a client’s letterhead, one per customer.
Past-Due Letter Sent on Behalf of a Client
The collection letter that works better because it comes from the bookkeeper, not the owner.
Year-End Documents Request Letter
The January letter to every client listing exactly what you need to close their year.
Engagement Renewal Letter
Annual renewal of terms and fees for every client, merged from your client list.
Monthly Close Summary Letter
Tell every client their month is closed: what was done, what needs their eyes.
Or skip the copy-paste entirely.
Connect QuickBooks or Stripe and MergeNinja fills these letters in for every customer automatically: amounts, dates, days overdue, all of it.
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