We are an umbilical cord blood banking company operating in healthcare sector in India where our clients are expecting parents. They enroll with us when they are expecting and we preserve stem cells of their baby.
In our routine operational process we have to get in touch with our clients
I was wondering if I could get some expert advice and inputs in making our mails more powerful and engaging so that our clients find it difficult to ignore all the time being client-centric
And all of it without being on the wrong foot with our clients; Our intention is that our clients should like us even when we are demanding them to pay their dues respectfully and mail are compelling enough for them to take the desired action all with a marked difference.
I have appended the existing templates in use below
Thank you!
Formats:
(This is the general first reminder we sent to clients, possibly with a fresh dishonoured payment)
Dear Ma’am/Sir,
A very good day to you!
Did you forget to keep sufficient balance in your bank? These days, with so much going on, it is easy to let something slip. We are yet to receive your current/previous month’s instalment. So, please clear your payment today to avoid penal charges. And, if it is already on its way to us, kindly accept our sincere thanks.
To make the payment, please note the options as below:
1) Online Payment
To make an online payment, please visit our website. On the home page there is a ‘Payment Gateway’ tab. On clicking the tab, you will be directed to the ‘Online Payment Gateway’ page. Thereafter, please opt for ‘Existing Customer’ and fill in the required Client Details before proceeding to pay. using ‘Bill Junction’ (unless you have an Citi Bank card).
Please mail us the auto generated payment receipt for our reference.
2) NEFT/RTGS/Cash or Cheque deposit to company account
Bank A/c
IFS Code:
The second reminder below is for clients who do not necessarily get in touch with us despite the first mail… A quick reminder)
Dear Sir/Madam,
Good day to you!
We wish to gently remind you that one or more of your transactions have been returned unpaid by the bank owing to which they have been rendered overdue. We have been trying to inform you about the same through phone calls and emails. We understand and appreciate how busy you keep throughout the day but hope you will find time to give this important matter attention at the earliest. We will be happy to waive off the related interest and penal charges if your payment is received today.
If this is an error and your payment is on its way, kindly update us about the details to help us reconcile.
In case you have been experiencing any difficulties in paying your dues, please do feel free to communicate the same to us so that we may discuss an alternative payment arrangement
(For clients who still default after the above mails or have at least three dishonoured payments lying due with us)
Dear Madam/Sir,
Good day.
We notice that you are yet to pay us the outstanding amount that we have been trying to inform you about. We do appreciate how busy you keep but wish that you would find time to at least return our calls/mails or communicate any alternative arrangements that you have arrived at. Please pay us at the earliest to avoid interest accumulation or penal charges.
However, if you have paid us already, kindly call us immediately to help update the necessary details. Alternatively, if you are encountering any difficulties in the discharge of your payment commitment, please inform us so that we can discuss suitable arrangements.
When we are dealing with chronic defaulters or clients who have four dishonoured instalments or more
Dear Madam/Sir,
Greetings!
We are writing to you with respect to one or more payment transactions that have been dishonoured by your bank and have, therefore, fallen due as on date. We have attempted to inform you about the same in the last few days but without success. We are somewhat perplexed by your refusal to return our phone calls and emails. Please treat this mail as a reminder to discharge your payment obligation.
Your surprising failure to communicate has left us no choice but to refer your case to our legal and debt collecting agency for further action. Unfortunately, if your outstanding payment is not cleared in the next 2 working days, the stated option will be exercised by us. We, therefore, request you to make the payment in full at the earliest or call us to discuss alternative arrangements.
If you have paid us in the meanwhile, we apologise. Please update us about the details to help us reconcile.
We hope you will find time to give this important matter the attention it deserves. We write to you repeatedly since we value your commitment, as a parent, towards the future health and well being of your child. We urge you to make requisite arrangements to keep your part of the bargain