Outstanding Fee Letter to Parents | Word & Excel Templates

Every school has a concrete policy regarding fee payment. Students are required to pay the fee by the 10th of each month. If, for some reason, the school does not receive a child’s fee, it can contact the parents or guardians of that child.

What is the outstanding fee letter to the parent?

A school usually writes this kind of letter to parents whose child’s fee is pending. The purpose of this letter is to remind the parents that their child’s fee is overdue and needs to be paid as soon as possible.

Importance of writing the outstanding fee letter:

Many parents don’t take it seriously when they realize they have not paid their child’s fee for the last three months. In this situation, the school writes a letter and lets the parents feel the seriousness of the matter. When a school writes this letter, it lets the parents know that the overdue fee creates a problem for the school and the child. This letter is a profound reminder to the child’s parents.

Tips for writing the outstanding fee letter to parents:

If you are a representative of the school and you have been tasked to write the outstanding fee letter to the parents of the child, we hope that the following tips will be helpful for you:

When you write the outstanding fee letter to someone, ensure you remain respectful throughout the letter. In some cases, the school feels angry over the non-payment of fees. However, it does not mean you use disrespectful words or tone in the letter.
Ask the child’s parents respectfully to pay the fee. You should mention the total fee required to be paid, late fee charges, and other charges. For clarification, mention the names of the months in which the fee is pending.
Tell the child’s parent that their child can continue his studies in the school smoothly if they pay the pending fee as soon as possible. This will indicate to the child’s parents that they must pay the child’s fee if they want their son/daughter to continue school studies without delay.
Try to keep the letter short and to the point. The letter aims to remind the parents about the fee they have not paid for many months. You should never forget the purpose of writing this letter. You should also try to ensure that you don’t add anything extra in the letter that does not hold any value to the recipient.
Offer your help to the parents in making the fee payment easy. For example, if your school has a policy of receiving the fee in instalments, mention it in the letter so parents can easily pay it.

We have a sample letter below to help you write an outstanding fee letter to the child’s parents. This sample letter will tell you about the correct format and structure of the letter.

Sample letters

#1

We would like to bring to your attention that the tuition fees for your child, XYZ, remain outstanding for the month of October. According to our records, the due amount is Rs.30 000, with a late fee of Rs.1500.

Please settle the dues as soon as possible to avoid disruptions in your child’s academic activities. Please make the payment by (date) to avoid additional fines.

For your convenience, payments can be made through online bank transfer. You may also visit the school’s Administration office to make a cash payment.

Should you require assistance or face any difficulties transferring the due payment, please contact our accounts department at (phone number/email).

We appreciate your prompt attention to this matter.

#2

This is a gentle reminder regarding the pending school fees for your child, XYZ, in grade 5 for the Spring Term. The last date for fee submission was (date). Remember that a fine of Rs.500 per day will be applied for late fee submission.

We would also like to remind you that failure to make the due payment by (date) may result in your child’s expulsion from the school, as per the school’s policy. Therefore, we request that you clear your dues as soon as possible.

Please get in touch with our accounts department for payment details and transfer options. We appreciate your cooperation and look forward to resolving this matter soon.

#3

Date:

Parent name:

Address of the parent:

Subject: outstanding fee letter

Respected Sir/Madam,

This letter is being written most respectfully to you to state that the $500 tuition fee for February and January is pending against your son’s school fee. (Provide the details of the child.)

We request that you clear the entire fee as soon as possible so your child can continue his studies at this prestigious institution without delay. Please be informed that we have a policy to help parents pay fees in instalments. A prompt reply from your side will be highly appreciated.

Thank you so much for your time.

Regards,

Respectfully yours,

Signatures of the school’s representative.

____________________

File: Word (.docx) and iPad
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