Over the course of your credit life, you’ll probably have to send a few letters to creditors, lenders, collectors, credit bureaus, and other businesses. In fact, here are some of the reasons you might need to send a letter:
- Report a billing error
- Close a credit card
- Stop a debt collector from calling
- Dispute a credit report entry
- Request validation for an alleged debt
Whether your reason for sending a letter falls on that list, or you’re sending a letter for a different reason, here are some guidelines to follow.
Send your letter via certified mail with return receipt requested. This will require a trip to the post office, but it’s the smartest way to communicate with credit businesses. Sending your letter certified provides you with a postmark of the letter’s mailing, along with a tracking number that you can use to see if the letter has been received. Then, the return receipt has the signature of the person who received the letter. The return receipt is a request and not a requirement, so there’s a possibility that you might not receive it back. If that happens, you have additional proof of receipt through certified mail. The post office has the recipient’s signature on file and you can request it if necessary.
Send copies of original receipts and other important documents. If you're making some kind of dispute, you’ll probably have to provide proof that what you’re disputing is incorrect. Always send copies of the proof and keep the originals for yourself. Unscrupulous businesses could alter the originals leaving you with little recourse for defending yourself.
Keep copies of everything you send. Whatever you send, make sure you keep a copy of it for your records. That includes the letter you send.
Get the correct mailing address. Some types of disputes have a time limit on them, like a billing error dispute or request for debt validation. If you don’t send your dispute to the right mailing address, there could be a delay in processing your dispute that could negate your rights under certain credit laws (.e.g the Fair Credit Billing Act and Fair Debt Collection Practices Act). Contact the business to make sure you have the address for sending correspondence (not payments).
Customize template and form letters. There are tons of sample letters out there that you can use rather than having to come up with your own letter. Make sure you read through the template letter and change the wording so that it fits your situation. Use templates from reputable sources and always proofread before printing and sending.
Follow up. Use your certified mail tracking number to make sure your letter has been received. Give the business time to respond to your letter, but follow up again in writing if you don’t receive a response in a reasonable amount of time. When you follow up, make sure you reference your previous letter including the certified tracking number and the United States Postal Service says the letter was received.
Sending letters can be a powerful tool in dealing not only with with credit businesses, but businesses in general. Whenever you send a letter, make sure you follow these tips to get the best results.
