We start with a letter, then follow up with a phone call if necessary. I know some PTOs have resorted to collection agencies, but so far we've been able to collect on our own. Here is the letter we use. It's very basic. If we have reason to be particularly concerned, we would not accept another check, only cash or a money order. Also, if the check is for merchandise that you haven't distributed yet, make sure you tell them they can't get their stuff til this is paid off. We don't make a public stink about bounced checks because they are usually resolved, but you might consider copying your principal on this letter if you think that would help.
Also, don't return the actual check, only a photocopy. It's your payment until they make good on the debt.
*********************
March 8, 2001
Check Writer's Name
Address Avenue
Anytown, New York 99999
Dear Name:
Recently the XXX Elementary PTO received notification from our bank that a check you wrote was returned for insufficient funds. This check was written for Joe Schmo’s Pizza Kits. The information for this check is:
Check # 1046; First Federal of New York
Amount: $34.00
Payee: XXX Elementary PTO
Date: 02/06/01
The PTO is assessed a $25.00 fee for each deposited item that is returned unpaid. Therefore, the total due from you is $59.00. Please send a new check, cash, or money order to the school, attention PTO.
Thank you for your prompt attention to this matter. If you have any questions, you can call me at home at 555-5555.
Sincerely,
Your Name
Treasurer
XXX Elementary PTO
Attached – photocopy of the returned check
[ 01-15-2005, 05:43 PM: Message edited by: Critter ]
