Topic: Tenants that still owe money

We bill out our gas bill to the tenants. I have several tenants that still owe money on the gas bill or have not paid their deposit and some that have a constant balance from their rent and late fees. I'm trying to find a letter that states that they still owe money and need to pay the balance but I'm not sure how to word it. Any suggestions?

Hi Keri

Are you still in need of assistance on your question/s?

Warm regards,

Bill Kassebaum, Esq.

Yes. I have looked online but can't find anything.

Hi Keri,
Does your lease specify that the resident is responsible for paying the gas? If it does not, you may need to have an addendum to your lease.
Here is a sample letter that you could send to the resident!
Smiley Face Apartments
(Address)


Date:

Dear

Our Records indicate that your account has a balance due for the amount of $________.
This total is for the following:
Rent $_______
Gas $_______
Other $_______

Please send the total amount within 7 days or we will be forced to send your account to our attorney. Your attention to this matter is urgent. If you have already mailed your payment please disregard this notice.

Please submit your payment to:

Smiley Face Apartments
(Address)
(Phone)

Again your attention to this matter is urgent. Please contact us with any questions that you have at the number stated above.

Thank you,


Community Manager

If you still need a letter, I can forward you the one I use. It seems to do the trick nicely :) Just send me your e-mail!

www.4hb.com/letters has several free letters you can use. I believe docstoc.com does as well. I hope this helps. The best thing you can do for yourself is to make a file on your computer of letters you come across on-line, even if you don't need them today, to help build a letter portfolio so you can have form letters right at your disposal.

I like the stated letters above. I would first send out a courtesy letter that is nice with all the frills. With no response, send a 2nd letter with some teeth to it. If you can charge a non-compliance fee for being late, include that will occur as well. Usually if people have to pay more for being late they will pay up or at least communicate.

Hey Keri,
From my experience if you have a serious delinquency issue, continuously sending letters may not cut it. What has worked for me in the past after sending a letter is following up with a statement and personally knocking on their door. A letter can easily be thrown away or forgotten about, but having someone standing at your door explaining the amount owed is usually extremely effective.

Be sure to report them to their Renters Report. It's free and will follow them even after they move out until they pay what they owe.

I agree with Angela~~knocking on doors is effective. That should be part of your collection procedure. Weekends and evenings are the best time to do this. Letters can be ignored. Someone standing at your door, with a letter is hard to ignore!

I am not sure how Renters Report will help you get your money. It would be great for screening BEFORE new residents move in.

hi jennifer,

You offered a sample or a copy of the letter you use to collect monies.i need to send a letter to my tenant to pay me outstanding balance.(room rent)
so could you please send a copy of your letter.to my email.

This email address is being protected from spambots. You need JavaScript enabled to view it.

regards.

Please a copy, we just took over the property, nothing was left in the office.

thanks Ellie

what happens when the tenants owe money but you can not find them because you dont have a forwarding address? How do you go about taking them to small claims court or any court? we got the tenants thru a rental agency and they dont want to give us any info on them.

Collection agencies have skip tracers that can find people.....

If you have an email address,or cell phone; people do not often change those and that can be used to trace them.

Review what kind of information you were given at the time of application; employers, emergency contacts, previous addresses......

A collection company can usually track them down, whether or not they pay is largely dependent on the debtor. If they care about their credit rating they will usually pay up, if not well don't expect too much. Send me a message and I can recommend one.

Hi Lyn,

We send them to a collection agency.

Make sure everyone moving in submits an application and provides copies of current pay stubs. That way you have all the information in case they default. This is especially helpful if they came to you via an outside agency.

If we can't get a forward address, we send their bill to their current one (ours, with their apartment number.) It is the residents responsibility to forward their mail with the postal service, so any bills or collection notices would be forwarded by the post office even if you didn't have the new address.

Be conversational with your mail carrier. I keep my mail carrier updated on who is moving in and out, and when. And he keeps me informed of who turned in mail forwarding requests.

:)

I need a demand letter for a tenant who owes rent in the excess amount of 100,000. Can you email me one?

A tenant left owing you thay much money??? I can see 4 figures before action is taken to remove them, but 6???

You do not need a letter, you need an attorney that can secure a judgement in your favor....

Please share your letter we have 10,000 still owed from tenants...small balances but in total of 10,000...really bad.

Thank you so much Jenniffer

Can you please send your template for this letter I would really appricate it thank you in advance

For a current resident, we have a letter that states we will not accept the next month's rent unless the past due amount is paid. If it is not paid, we take the proper procedures and follow through with an eviction, lock out, etc....if need be.

I have a couple different letters for thing like that...

#1

DATE


Name
Address
Address


RE: Advancements and Miscellaneous Charges

Dear Name,

The auditors have brought to my attention an outstanding amount due on your account for ISSUE.

To keep your account in order, a total of $0.00 is currently due in STATE CHARGE DETAILS. Should you ignore this notice, a Demand For Strict Compliance may be sent, resulting in eviction and your rental payments may be applied to these advancements.

I have enclosed our service fee schedule that was reviewed at the time of closing for your reference.

It is important that you contact our office and let us know your plans for repayment. Your prompt attention is greatly appreciated.

If you feel you have received this letter in error, please contact our office immediately.

Sincerely,


Name

#2

Date


Name
Address
Address


RE: SECOND REMINDER - Advancements and Miscellaneous Charges

Dear Name,

We wrote to you recently reminding you of the outstanding amount of $, but it appears to remain unpaid. If you have any queries regarding its payment or if we can help you in any way please call.

If not, please arrange for settlement of this account immediately.

Should you ignore this notice, a Demand For Strict Compliance may be sent, resulting in all monies paid being applied to this balance or even eviction.

If payment has recently been made, please accept our thanks and ignore this reminder.

Regards,

Name

#3
Date


Name
Address
Address


RE: Advancements and Miscellaneous Charges

The auditors have brought to my attention an outstanding amount due on your account for advancements and various charges.

You have been a valued customer for many years, and you have always been conscientious about paying your bills on time. This is just a reminder that an amount of $0.00 is currently due in various charges. If you forgot to mail us your payment, please send it today. If you have already mailed your check, please disregard this notice.

I have enclosed our service fee schedule that was reviewed at the time of closing for your reference.

It is important that you contact our office and let us know your plans for repayment. Your prompt attention is greatly appreciated.

If you feel you have received this letter in error, please contact our office immediately.

Sincerely,

Name

#4
Date



Name
Address
Address



ACCT#

Dear Name:

Thank you for your payment of $0.00, which has been applied to your account. We appreciate your business, and just wanted to remind you that a WHAT CHARGE or AMOUNT is currently due on your account. For the record, your minimum monthly payment is $0.00 plus a EXTRA PAYMENT of $0.00. Please pay the full amount to avoid further arrears. Please note, all back balances are paid before any current charges.

Your prompt attention to this matter would be greatly appreciated. If you have any queries regarding this account, please contact our office as soon as possible.

If payment has recently been made, please accept our thanks and ignore this reminder.


Regards,

Name

First off, before I even take an application I have usually had a conversation with the prospective resident regarding deposit and what is required before moving in.
Deposits must be paid in full before moving in, or the balance of it at move in. Deposits are always in the form of a money order, to prevent a returned check fee. (we are not set up for credit or online payments.)
We also tell them gas and electric must be in their name, and I check this before they move in.
Our company is not online, so these are items that must be checked. Explaining the lease and your guidelines are a must at move in to help prevent misunderstandings down the road.

can u send me the thank happy holidays

A collection agency takes 50% as a rule. I cannot fathom how anyone can be in this business and NOT know how to write a collection letter, or track down a deadbeat. A form letter is not the answer.



The date:
Your office Address/contact information:
Their last known contact information:

Dear so and so:

You owe us money for this reason as of this date:
We have been unable to contact you.

We're hoping to resolve this matter without resorting to litigation.

Sincerely....

You might also mention that it's likely to tank their credit score for the next however many years and result in a bad rental reference. If you have no forwarding address send it to their old address Return Receipt Requested. But I'm just a maintenance guy....

Could you send me the letter you use?

Thank you