Friendly Past-Due Reminder Letter
A polite first nudge for customers with an overdue balance, filled from QuickBooks.
Merge fields in this template
«DisplayName»«BillAddrLine1»«BillAddrLine2»«BillAddrCity»«BillAddrCountrySubDivisionCode»«BillAddrPostalCode»«OverDueBalance»
Data source: QuickBooks customers
How to use it well
- Send at 15–30 days past due. The friendly tone assumes the miss was an oversight; at 30 days, it usually is.
- Merge this against your QuickBooks customer list filtered to customers with an overdue balance.
[Your Company Name]
[Street address · City, State ZIP · phone · email]
[Date]
«DisplayName»
«BillAddrLine1»
«BillAddrLine2»
«BillAddrCity», «BillAddrCountrySubDivisionCode» «BillAddrPostalCode»
Dear «DisplayName»,
Our records show an overdue balance of «OverDueBalance» on your account. We know invoices slip through the cracks. This is just a friendly reminder.
If payment is already on its way, thank you, and please disregard this letter. If not, we’d appreciate payment at your earliest convenience.
Questions about your balance? Reply to this letter or call us. We’re happy to walk through the details together.
Sincerely,
[Your name]
[Title · Your company]
Sending this to more than a handful of customers? Connect QuickBooks or Stripe and MergeNinja fills this letter in for every customer automatically: amounts, dates, days overdue, all of it.
Template questions
How do I use this template?
Download the .docx, open it in Word, and replace the [bracketed] placeholders: your letterhead, dates, and any wording you want to change. The «field» codes stay: they fill in automatically when you merge. Then upload it to MergeNinja (or use Word's own mail merge) against your QuickBooks customers data.
What are the «fields» in the letter?
Real Word merge fields, named to match MergeNinja's QuickBooks customers dataset exactly. Connect read-only, sync, and every field fills in with live data. No renaming needed.
Can I change the wording and formatting?
Completely. It's an ordinary Word document. Fonts, logo, layout, and tone are yours to edit; the merge only fills the field codes wherever you leave them.
Is the download really free?
Yes. No email required, no watermark. If you later want the letters filled in automatically for your whole customer list, that's what MergeNinja is for.
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