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Postal Letters

For formal collection notices, a physical letter carries more weight than an email. PayRequest integrates with Pingen to send professional postal letters directly from your dashboard — printed, enveloped, and mailed automatically.
Postal letters are optional. You can use the full debt collection pipeline with email-only communication. Pingen integration adds the ability to send physical letters when needed.

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Why Send Postal Letters?

  • Higher impact — Physical letters are taken more seriously than emails
  • Proof of delivery — Track when letters are delivered
  • Legal standing — Physical notices may carry more legal weight in some jurisdictions
  • Unreachable customers — Reach customers who don’t respond to emails
  • Professional appearance — Formal business letterhead with your company details

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Setting Up Pingen

Before you can send postal letters, you need to connect your Pingen account.
1
Create a Pingen Account
2
Sign up at pingen.com and create an organisation.
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Get Your API Credentials
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In your Pingen dashboard:
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  • Go to Settings → API
  • Note your Client ID and Client Secret
  • Note your Organisation ID from the account settings
    • 6
    Configure PayRequest
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    Contact PayRequest support or add the Pingen credentials in your environment configuration. You’ll need:
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    SettingDescriptionClient IDYour Pingen API client IDClient SecretYour Pingen API client secretOrganisation IDYour Pingen organisation ID
    9
    Top Up Your Pingen Balance
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    Pingen charges per letter sent (typically EUR 1-2 per letter within the Netherlands). Make sure your Pingen account has sufficient balance.

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    Sending a Postal Letter

    Once Pingen is configured, you can send letters from any collection case.
    1
    Open the Collection Case
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    Navigate to Debt Collection and click on the case.
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    Click “Send Postal Letter”
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    Find the Send Postal Letter button in the case header (next to “Send Reminder”).
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    Review and Confirm
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    The system generates a professional A4 letter including:
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  • Your business details (company name, address, VAT number, IBAN)
  • Customer’s name and address
  • Stage-appropriate content matching the current collection stage
  • Amount breakdown (original amount + collection fees = total)
  • Payment link and case reference number
  • QR code for quick mobile payment
    • 8
    Letter Is Sent
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    PayRequest uploads the letter to Pingen, which handles printing, enveloping, and mailing. The letter is typically delivered within 1-3 business days (within the Netherlands).

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    Letter Content

    Each letter is automatically tailored to the current collection stage:

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    Stage 1: Friendly Reminder

    • Polite tone, assumes the customer may have overlooked the invoice
    • Mentions the invoice number and original due date
    • Requests payment at the customer’s earliest convenience

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    Stage 2: Formal Notice

    • More formal tone with a clear payment deadline
    • States that this is a formal notice
    • Requests payment within 7 days

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    Stage 3: Collection Fees Added

    • Direct tone informing the customer that collection fees have been applied
    • Shows the breakdown: original amount + collection fee
    • Requests immediate payment of the total amount

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    Stage 4: Final Warning

    • Urgent tone making clear this is the last notice
    • Warns of potential further consequences
    • Demands immediate payment

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    Letter Format

    Every letter follows a professional Dutch business letter format:
    • A4 paper with proper margins
    • Sender block — Your company name, address, VAT number, and IBAN
    • Recipient address — Positioned for standard window envelopes
    • Date and reference — Case number and current date
    • Body — Stage-appropriate content in the case’s configured language
    • Amount table — Clear breakdown of what’s owed
    • QR code — Scannable payment link for quick mobile payment
    • Signature — “With kind regards” followed by your company name
    The letter language follows the language you’ve set for each individual case. Set this in the Case Settings on the case detail page.

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    Tracking Letters

    After sending a letter, you can track its status:
    • Pending — Letter is being processed by Pingen
    • Sent — Letter has been printed and mailed
    • Delivered — Letter has been delivered (when tracking is available)
    Letter history is shown in the case’s overview section, including:
    • Date sent
    • Current status
    • Delivery confirmation (when available)

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    Automatic Postal Letters

    When Pingen is configured, the automatic escalation process can send postal letters automatically:
    StageEmailPostal Letter
    Stage 1 (Friendly Reminder)Sent automaticallyNot sent (email only)
    Stage 2 (Formal Notice)Sent automaticallySent automatically
    Stage 3 (Collection Fees)Sent automaticallySent automatically
    Stage 4 (Final Warning)Sent automaticallySent automatically
    Automatic postal letters only happen during automated escalation. If you manually escalate a case, you choose whether to send a letter.

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    Costs

    Pingen charges per letter. Typical costs (Netherlands):
    • Standard letter — approximately EUR 1.00 - 2.00
    • Registered letter — higher cost, includes delivery confirmation
    • International — varies by destination country
    Costs are charged to your Pingen account, not through PayRequest. Check pingen.com for current pricing.

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    FAQs

    No. Pingen is optional. You can use the full collection pipeline with email-only communication.
    The letter is generated as a PDF using your business details and the case information. You can download a preview from the case detail page before confirming the send.
    Make sure your customer records have accurate addresses before sending postal letters. Letters sent to incorrect addresses will still be charged by Pingen.
    Yes. Pingen supports international mail. The cost varies by destination country.
    Within the Netherlands, letters are typically delivered within 1-3 business days. International delivery may take longer depending on the destination.

    Escalation Pipeline

    How automatic escalation triggers postal letters

    Creating Cases

    How to create collection cases

    Debt Collection Overview

    Back to the overview

    Business Details

    Make sure your company details are up to date for letters