// bank & credit collection letter series

3-STEP ADMIN PROCESS

3-Step Administrative Process

This three-letter administrative process is directed at the CEO of a bank or collection agency. Each letter demands three things: validation of the debt (the actual accounting), verification of the claim (a sworn affidavit or hand-signed invoice per the UCC), and a copy of the contract signed by both parties. Non-response establishes tacit agreement to terms.

The three demands in every letter

  1. Validation of the debt — the actual accounting
  2. Verification of your claim — a sworn affidavit or hand-signed invoice in accordance with the Uniform Commercial Code
  3. A copy of the contract — signed by both parties, binding both parties

Additionally, each letter requests a certified copy (not photocopy) of the Original Note, confirmation it has never been sold, and the name of the duly authorized representative who performed due diligence under the Money Laundering Control Act of 1986.


Letter 1 — Initial demand

NON-NEGOTIABLE [FIRSTNAME] of the family [SURNAME] c/o [YOUR ADDRESS] [YOUR CITY, STATE ZIP] [CEO FULL NAME] [THEIR ADDRESS] [YOUR CITY, STATE ZIP] CC: [COLLECTION CONTACT], Collections Department [YOUR DATE] Re: Account Number: [ACCOUNT NUMBER] Dear [CEO TITLE SURNAME], I would be happy to settle any financial obligation I might lawfully owe, as soon as I have received the following documentation from you: • Validation of the debt (the actual accounting); • Verification of your claim against me (a sworn affidavit or a hand signed invoice in accordance with The Uniform Commercial Code); • A copy of the contract signed by both parties and therefore binding both parties. Please also provide me with a true and certified copy (NOT photocopy) of the Original Note (Credit Agreement), under penalty of perjury and with unlimited liability and confirm that this Note has never been sold. Please also confirm the name of the individual who is the duly authorized representative from your company, who has carried out due diligence under the Money Laundering Control Act of 1986 and what actions s/he has taken in relation to this account. I hereby give you ten (10) days to reply to this notice from the above date with a notice sent using recorded post and signed under full commercial liability and penalties of perjury, assuring and promising me that all of the replies and details given to the above requests are true and without deception, fraud or mischief. Your said failure to provide the aforementioned documentation within ten (10) days from the above date, to validate the debt, will constitute your agreement to the following terms: That the debt did not exist in the first place; OR It has already been paid in full; AND That any damages suffered, you will be held culpable; That any negative remarks made to a credit reference agency will be removed; You will no longer pursue this matter any further. You agree to pay all fee schedules. Please Note: I wish to deal with this matter in writing and I do not give your organization permission to contact me by telephone. Should you do so, I must warn you that the calls could constitute 'harassment' and I may take action under The Fair Debt Collection Practices Act. Yours sincerely, By: _____________________, _____________ 20__ First-Middle Last, without prejudice Authorized Agent for [FULLNAME UPPERCASE] No assured value, No liability. Errors & Omissions Excepted. All Rights Reserved. Calls may be recorded.

Letter 2 — Second notice

NON-NEGOTIABLE [FIRSTNAME] of the family [SURNAME] c/o [YOUR ADDRESS] [YOUR CITY, STATE ZIP] [CEO FULL NAME] [THEIR ADDRESS] [YOUR CITY, STATE ZIP] CC: [COLLECTION CONTACT], Collections Department [YOUR DATE] Re: Account Number: [ACCOUNT NUMBER] Dear [CEO TITLE SURNAME], I previously wrote to you on ________________ 20__ requesting the following documentation, so that I may settle any financial obligation I might lawfully owe: • Validation of the debt (the actual accounting); • Verification of your claim against me (a sworn affidavit or a hand signed invoice in accordance with The Uniform Commercial Code); • A copy of the contract signed by both parties and therefore binding both parties. Please also provide me with a true and certified copy (NOT photocopy) of the Original Note (Credit Agreement), under penalty of perjury and with unlimited liability and confirm that this Note has never been sold. Please also confirm the name of the individual who is the duly authorized representative from your company, who has carried out due diligence under the Money Laundering Control Act of 1986 and what actions s/he has taken in relation to this account. As you have failed to provide the aforementioned documentation to validate your claim, I hereby give you ten (10) days to reply to this notice from the above date with a notice sent using recorded post and signed under full commercial liability and penalties of perjury, assuring and promising me that all of the replies and details given to the above requests are true and without deception, fraud or mischief. Your said failure to provide the aforementioned documentation within ten (10) days, from the above date, to validate the debt, will constitute your agreement to the following terms: That the debt did not exist in the first place; OR It has already been paid in full; AND That any damages suffered, you will be held culpable; That any negative remarks made to a credit reference agency will be removed; You will no longer pursue this matter any further. You agree to pay all fee schedules. Yours sincerely, By: _____________________, _____________ 20__ First-Middle Last, without prejudice Authorized Agent for [FULLNAME UPPERCASE] No assured value, No liability. Errors & Omissions Excepted. All Rights Reserved. Calls may be recorded.

Letter 3 — Final notice with fee schedule

NON-NEGOTIABLE [FIRSTNAME] of the family [SURNAME] c/o [YOUR ADDRESS] [YOUR CITY, STATE ZIP] [CEO FULL NAME] [THEIR ADDRESS] [YOUR CITY, STATE ZIP] CC: [COLLECTION CONTACT], Collections Department [YOUR DATE] Re: Account Number: [ACCOUNT NUMBER] Dear [CEO TITLE SURNAME], I previously wrote to you on ________________ 20__ and on ______________ 20__ requesting the following documentation, so that I may settle any financial obligation I might lawfully owe: • Validation of the debt (the actual accounting); • Verification of your claim against me (a sworn affidavit or a hand signed invoice in accordance with The Uniform Commercial Code); • A copy of the contract signed by both parties and therefore binding both parties. Please also provide me with a true and certified copy (NOT photocopy) of the Original Note (Credit Agreement), under penalty of perjury and with unlimited liability and confirm that this Note has never been sold. Please also confirm the name of the individual who is the duly authorized representative from your company, who has carried out due diligence under the Money Laundering Control Act of 1986 and what actions s/he has taken in relation to this account. As you have failed to provide the aforementioned documentation to validate your claim, I hereby give you ten (10) days to reply to this notice from the above date with a notice sent using recorded post and signed under full commercial liability and penalties of perjury, assuring and promising me that all of the replies and details given to the above requests are true and without deception, fraud or mischief. Your said failure to provide the aforementioned documentation within ten (10) days, from the above date, to validate the debt, has now constituted your agreement to the following terms and agreement to my BILL: That the debt did not exist in the first place; OR It has already been paid in full; AND That any damages I suffer, you will be held culpable; That any negative remarks made to a credit reference agency will be removed; You will no longer pursue this matter any further. You have not proven any debt, if you sell the alleged liability, and/or appoint an agent to act on its/your behalf on this matter you will have broken our agreement and you agree to pay the following fee schedule: $[3X amount claimed] for dishonoring our agreement, $1,000 per hour or part thereof of Authorized Representatives time nunc pro tunc, $1,000 per recorded delivery or any other form of response nunc pro tunc. Also any further contact is now not necessary; if however you deem a need to contact me by phone or letter the fee is $100 per item payable in advance — place the check in the envelope. If no payment is made in advance the fee will rise to $1,000 per item and you will also be held culpable for any cost incurred while recovering the debt you owe. Yours sincerely, By: _____________________, _____________ 20__ First-Middle Last, without prejudice Authorized Agent for [FULLNAME UPPERCASE] No assured value, No liability. Errors & Omissions Excepted. All Rights Reserved. Calls may be recorded.

Process notes

  • Refer to YOUR state statutes and case law — not legal advice
  • Address letters to the CEO, not just the collections department
  • Send every letter via certified mail with return receipt
  • Space each letter 10 days apart minimum
  • Keep a complete file: tracking numbers, return receipts, copies
  • The fee schedule in Letter 3 is set at 3X the claimed amount
  • Consult an attorney for your specific situation