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Collection Letter Template for Bookkeepers & Accountants

Bookkeepers and accountants chase receivables for everyone except themselves. This letter is for collecting your own fees. It points to your engagement letter, keeps the tone professional, and ties ongoing services to a current account without making client records part of the dispute.

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The template

[Your Firm Name]
[Your Address]

[Date]

[Client Contact Name]
[Client Company]

RE: Past-due fees, invoice #[Number]

Dear [Client Name],

Invoice #[Number] for [$Amount], covering [Service Period], was due on [Due Date] and is still unpaid. Our engagement letter calls for payment within [Number] days of invoice.

Please pay by [Payment Deadline] using [Payment Method / Link], or call me to set up a payment schedule.

Under our engagement letter, we pause [Service, e.g. monthly close] when fees are more than [Number] days past due. With [Upcoming Deadline, e.g. quarter-end] coming up, I'd rather keep things moving.

Sincerely,

[Your Name]
[Your Firm Name]
[Phone] | [Email]

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When to use this letter

  • Your own fees for bookkeeping, accounting, or tax work are past due.
  • You have an engagement letter with payment terms.
  • You want to keep the client while making clear that ongoing services depend on payment.

Tips

  • Check your professional rules before using client records as leverage. The AICPA Code and many state boards limit withholding client records over unpaid fees.
  • Pausing future services is usually safer ground than holding back finished work. Confirm what your engagement letter allows.
  • Mention the client's upcoming deadline, like quarter-end, payroll, or a filing date. It's a real reason to act, not a threat.
  • Ask for a retainer or automatic payment from clients with a history of paying late.

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This is a general business-communication template, not legal advice. You are responsible for compliance with the laws that apply to your collections activity.