The Overdue Invoice Letter is a essential business document used when payment for goods or services remains unpaid beyond the agreed terms. This document, governed by New Zealand commercial law, serves as a formal reminder and demand for payment, typically sent after the invoice payment deadline has passed. It should be used as part of a structured credit control process, after initial payment terms have expired and before considering legal action. The letter must comply with New Zealand's Contract and Commercial Law Act 2017 and Fair Trading Act 1986, ensuring all payment details, outstanding amounts, and consequences of non-payment are clearly communicated while maintaining professional standards and preserving business relationships where possible.
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1. Recipient Details: Full name and address of the debtor
2. Reference Information: Invoice number, account number, and date of letter
3. Outstanding Amount: Clear statement of the total amount owed, including original invoice amount and any additional charges
4. Payment History: Brief summary of the original invoice date and payment due date
5. Payment Request: Clear statement requesting immediate payment and specified payment deadline
6. Payment Methods: Details of acceptable payment methods and account information
7. Contact Information: Your company's contact details for payment queries or disputes
1. Late Payment Interest: Include when charging interest on the overdue amount as per agreement terms
2. Previous Communications: Reference to prior reminders when multiple attempts have been made
3. Legal Warning: Include when serious action is contemplated and this serves as final notice
4. Payment Plan Option: Offer of payment plan arrangements for substantial amounts or long-term clients
5. Dispute Resolution: Include when there's history of disputed charges or complex billing
6. Impact on Credit Rating: Warning about potential credit rating impact for significant overdue amounts
1. Copy of Original Invoice: Attachment of the unpaid invoice(s)
2. Statement of Account: Detailed transaction history showing all charges and payments
3. Payment History Record: Documentation of previous partial payments or payment attempts
4. Interest Calculation: Detailed breakdown of interest charges if applicable
Relevant legal definitions
Clauses
Relevant Industries
Retail
Manufacturing
Professional Services
Construction
Technology
Healthcare
Education
Wholesale Trade
Transport and Logistics
Real Estate
Consulting
Agriculture
Mining
Hospitality
Financial Services
Relevant Teams
Accounts Receivable
Finance
Legal
Credit Control
Treasury
Administration
Operations
Customer Service
Commercial
Compliance
Relevant Roles
Accounts Receivable Officer
Credit Controller
Financial Controller
Finance Manager
Account Manager
Business Owner
Office Manager
Bookkeeper
Chief Financial Officer
Collections Specialist
Finance Director
Company Secretary
Legal Counsel
Credit Manager
Treasury Manager
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