Sample kit. The businesses and numbers are made up; the format, dates and checks are what you get. Letter wording is a draft pending legal review. Back to Get Paid
$17,700.00 owed, 90 days past due. Everything below is filled in with your facts and dated. You send each letter yourself, in your own name, only if the one before didn't work.
| November 12, 2026 | Send the firm notice Email it, and mail a printed copy. |
| November 19, 2026 | Send the pause-of-service notice Only if they haven't paid or replied. Attach the payment plan. |
| November 27, 2026 | Send the final demand Only if they haven't paid or signed. Attach the payment plan. |
| December 7, 2026 | Plan signed, or small claims If they signed, follow the plan dates. If not, use the court guide. |
Stop. Don't send the next letter. If they sign the plan, the plan's dates take over.
Pause the schedule and answer the dispute in writing. Don't keep sending letters about an amount they've challenged until you've replied.
A copy of every letter, the date and how you sent it, and every reply. If it goes to court, that's your evidence.
Information and documents only. Not legal advice; we're not a law firm or a collection agency. Business-to-business debts only.
Public records can be incomplete or late, and some states don't put liens or judgments online. This is a read of what's on record, not a credit report or a guarantee.
Send on November 12, 2026 if the balance is still unpaid.
November 12, 2026
Accounts Payable
Harbor Point Property Mgmt LLC (made up)
88 Sample Plaza, Suite 300, Houston, TX 77002
Re: Past-due balance of $17,700.00: payment requested by November 19, 2026
Dear Accounts Payable,
Our records show $17,700.00 is past due from Harbor Point Property Mgmt LLC (made up). The oldest invoice is now 90 days past its due date:
• Invoice INV-2207, dated July 15, 2026, due August 14, 2026: $9,800.00 (Rooftop unit replacement, Bldg C)
• Invoice INV-2261, dated August 20, 2026, due September 19, 2026: $7,900.00 (Quarterly maintenance, 6 buildings)
Please pay the full balance by November 19, 2026. You can pay by ACH to the account on our invoices, or check to the address above.
If you believe any part of this is wrong, or you need to talk about timing, reply by that date and tell me what you need. I'd rather sort it out with you directly.
Thank you,
Dana Ortiz
Owner
Sample Mechanical LLC (made up)
Send on November 19, 2026 if the balance is still unpaid.
November 19, 2026
Accounts Payable
Harbor Point Property Mgmt LLC (made up)
88 Sample Plaza, Suite 300, Houston, TX 77002
Re: Work for Harbor Point Property Mgmt LLC (made up) paused from November 23, 2026 until the $17,700.00 balance is settled
Dear Accounts Payable,
On November 12, 2026 I wrote about the past-due balance of $17,700.00. I haven't received payment or a reply.
Starting November 23, 2026, we will pause new service calls and maintenance visits for Harbor Point Property Mgmt LLC (made up) until the balance is paid or we have a signed payment plan. Work already paid for is not affected.
If paying in full right now is hard, I'm open to a payment plan. I've attached one: $4,425.00 down by December 7, 2026, then 3 payments of about $4,425.00, 30 days apart. Sign and return it with the down payment and we'll resume work right away.
Please pay the balance or return the signed plan by November 27, 2026. You can pay by ACH to the account on our invoices, or check to the address above.
Thank you,
Dana Ortiz
Owner
Sample Mechanical LLC (made up)
Attached: payment plan agreement
Send on November 27, 2026 if the balance is still unpaid.
November 27, 2026
Accounts Payable
Harbor Point Property Mgmt LLC (made up)
88 Sample Plaza, Suite 300, Houston, TX 77002
Re: Final notice before further action: $17,700.00 due by December 7, 2026
Dear Accounts Payable,
This is my final notice about the past-due balance of $17,700.00 owed by Harbor Point Property Mgmt LLC (made up). I wrote on November 12, 2026 and November 19, 2026 and haven't received payment or a signed payment plan.
To settle this, by December 7, 2026 please either:
• pay $17,700.00 in full, or
• sign and return the attached payment plan with its down payment.
If neither happens by that date, I intend to file a claim for the full balance in Justice Court in Harris County, Texas.
I would still much rather settle this between us. You can pay by ACH to the account on our invoices, or check to the address above.
Sincerely,
Dana Ortiz
Owner
Sample Mechanical LLC (made up)
Attached: payment plan agreement
Between Sample Mechanical LLC (made up) ("we") and Harbor Point Property Mgmt LLC (made up) ("you").
You agree you owe us $17,700.00 for the invoices below, and that this amount is correct.
| Invoice | Due | Amount |
|---|---|---|
| INV-2207 | August 14, 2026 | $9,800.00 |
| INV-2261 | September 19, 2026 | $7,900.00 |
| Payment | Due by | Amount |
|---|---|---|
| Down payment | December 7, 2026 | $4,425.00 |
| Payment 1 | January 6, 2027 | $4,425.00 |
| Payment 2 | February 5, 2027 | $4,425.00 |
| Payment 3 | March 8, 2027 | $4,425.00 |
If any payment is more than 10 days late, the whole unpaid balance becomes due right away, and we may take any lawful step to collect it.
You can pay off the balance early at any time, with no penalty.
We won't take further collection steps, and we'll resume work and orders for you.
This agreement changes only when these invoices are paid. Our original terms otherwise still apply.
| Court | Justice Court (Justice of the Peace); small claims case, or debt claim case if the plaintiff is an assignee, debt collector or lenderSource: Texas Supreme Court / Texas Judicial Branch, Texas Rules of Civil Procedure, Rule 500.1, as of November 5, 2026 |
|---|---|
| Dollar limit | $20,000.00 Same cap for everyone: no more than $20,000 excluding statutory interest and court costs but including attorney fees (TRCP 500.1). Assignees, collection agencies and lenders file as 'debt claim cases' under Rule 508 (extra pleading requirements).Source: Texas Supreme Court / Texas Judicial Branch, Texas Rules of Civil Procedure, Rule 500.1(a), as of November 5, 2026 |
| Who can appear for your business | An employee, owner, officer, or partner of the entity who is not an attorney, or an attorney (TRCP 500.3(b)).Source: Texas Supreme Court / Texas Judicial Branch, Texas Rules of Civil Procedure, Rule 500.3(b), as of November 5, 2026 |
| Where to file | Justice court precinct in the county where the defendant resides, where the incident or most incidents occurred, or where the contract was to be performed (TRCP 502.4(b)). Harbor Point Property Mgmt LLC (made up) is in Harris County.Source: Texas Supreme Court / Texas Judicial Branch, Texas Rules of Civil Procedure, Rule 502.4(b), as of November 5, 2026 |
| Filing fee | $54 statewide ($21 state consolidated civil fee + $33 local consolidated civil fee), plus the county's service fee (constable or process server), per the Office of Court Administration table effective Jan 1, 2024.Source: Texas Office of Court Administration, Justice Court Civil Filing Fees (effective 1/1/2024), as of January 1, 2024 |
| Time limit to sue | About August 14, 2030 (4 years from the oldest due date). An estimate: check with the court or a lawyer, because the clock can start on a different date.Source: Texas State Law Library, Debt statute of limitations FAQ (last updated 3/7/2024), as of March 7, 2024 |
Each fact shows where it came from and how current that source was. Rules and fees change; the court's own page wins.