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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.

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Sending a Postal Letter

Once Pingen is configured, you can send letters from any collection case.

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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:
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