A claim cover sheet may be downloaded by clicking the image to the left (or below if you are on a mobile device). We prefer to have a cover sheet with each new account; however, it is not necessary to use our form. Only fill out information on the debtors that is different from that on your attached credit application. Larger volume clients, for whom we pick up and copy documents, do not need cover sheets with their accounts.
There are certain documents that we will always want before we start collecting an account. First would be a credit application, or other document containing information that will help us identify and locate the debtor. We need all information you have about the debtor's current residence, employment and names of friends, relatives and other acquaintances.
Next, we need a clear statement of exactly how much is owed and why it is owed. In landlord/tenant cases, we just need a copy of the security deposit accounting statement that must be sent to the tenant's last known address. If, for any reason, after sending us an account, you learn that the charges need to be adjusted, please let us know as soon as possible.
We always prefer to have a copy of any contract or lease that gives rise to the claim. In many cases, we cannot accept a claim without a contract. If you have a claim but no underlying contract, you will need to contact us so we can evaluate the particular facts and determine whether we can help you.
Finally, we need copies of any correspondence from your debtor or his attorney in which they discuss the claim you are sending for collection, as well as any response you sent to them.
In addition to the documents we always need, we prefer to receive all supporting documents that help explain and prove the validity of the claim. For example, a ledger is needed to explain a claim for past due balances owing. Invoices for major repairs are also very important. If there is a large amount of supporting documents or photographs, we would like you to only send us the most important items. But please let us know if additional supporting information is available, and keep it in an accessible place at your office.