All too often we get NSF checks. It's very unfortunate. I'm the current treasurer. First and foremost, deposit checks as soon as possible! Often (as stated before) you can return or hold the merchandise. Otherwise, our sample letter is below. Best of luck!
October 4, 2008
Name
Address
Lock Haven, PA 17745
Dear Name:
Recently, the Dickey 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 Bank of New York
Amount: $54.00
Payee: Dickey Elementary PTO
Date: 10/06/08
The PTO is assessed a $5.00 fee for each deposited item that is returned unpaid. Therefore, the total due to Dickey Elementary PTO is now $59.00. Please send a new check, cash, or money order to Dickey Elementary PTO 102 South Fairview Street, Lock Haven, PA 17745, Attn: Treasurer.
The PTO is a non-profit organization whose sole purpose to raise and distribute funds to provide educational, cultural and social benefits to all the school’s students.
Thank you for your prompt attention to this matter. If you have any questions, you can call me at home at (570) 555-1212.
It also depends on whether they have received the items yet. If they ordered a T-shirt / Yearbook / etc... and paid by check, your note can say "you can pick up your T-shirt when you pay $_____ in cash". If they never get the item, you are not out that much.
If they already have the item, we try a little harder to collect.
If it was a straight donation (say to a walk-a-thon) we send a note and let them know, but again you're not out that much.
It doesn't happen all that often. We always send a letter or phone call, but really we don't want our image to be that of a collection agency. It's not worth the bad press to really harass people to pay.
We have made a letter to address this type of situation if it ever occured with any of our fundraising efforts. If you would like a copy, please email me at This email address is being protected from spambots. You need JavaScript enabled to view it.
I agree with hmmmm's letter. You don't need to assume this was "accidental". You don't know. The only thing I woudl add to hmmm's letter is the TOTAL amount you expect them to pay (fees included). It should be very clear you expect them to pay the fee. We also add the reason for the check if we know it (ex: yearbook order). That way, the person has some recollection of why they wrote the check in case they neglected to make a note in their checkbook. This isn't your fault, and you shouldn't feel resonsible for it. Be polite, but firm.
We just created a form letter that was direct and to the point. Nothing rude or demanding about requesting reimbursement for a returned check and the fees. The person should have already received a notice from the bank that the check was returned to you. We've only had 4 or 5 returned checks in the last 3 years. Only one didn't respond. Cost her about 3 times more in fees than what the check was. A couple just left the reimbursement in an envelope with the secretaries in the office. Here's how our's reads...maybe it will help....
Mr/Mrs. ____________
We have received a return check on your account number ___________in the amount of _________________. There was a return fee of _______________.
The reason for return is stated as __________________________________________.
Please contact me immediately to reimburse the PTO for this item.
Thank you in advance for your cooperation in this matter.
Sounds good to me. We had that problem in our PTO also. We just don't take check any longer. It is a cash only bases. We could never get the money they owed us or the amount charge for the bonced check. Good Luck getting your money back. Melissa
