Sample Letters For Collection

Notification of Financial Responsibility Letter to Parents



Parent’s Address

Dear Mr. and Mrs. ( ):

Phi Kappa Tau Fraternity is very happy that your son is planning to become a member of our brotherhood. Through participation in the fraternity, ( ) will have the opportunity to develop his scholastic and leadership competencies, to pursue his personal interests and to make friendships that will last forever.

Another trait that is promoted by the Phi Kappa Tau Fraternity is financial responsibility. Each brother must share equally in financing the chapter and fraternity. Besides the initiation fee of $( ).( ) will be expected to pay his dues as appropriate. Membership dues are presently $____ per quarter (semester). These figures vary according to the changing needs of the fraternity.

In order that the chapter remain financially solvent, it is essential that all accounts are paid promptly. Billing due dates are established by the chapter with each member being notified in advance. If ( ) would be unable to make the payment in total on the given due date, a payment plan of monthly installments could be negotiated. Phi Kappa Tau Fraternity hopes that you will support him as he makes this financial commitment.

If ( ) becomes negligent in making his payment(s), Phi Kappa Tau Fraternity will notify you to express our concern. Failure to make prompt payments could result in the cessation of social privileges. It is our brotherhood’s desire that these types of penalties be avoided; however, the chapter cannot function effectively without full support from all its members.

Phi Kappa Tau Fraternity hopes you will take an active interest in your son’s fraternal involvement. Please call or stop by the chapter if you have any questions. We hope to see you soon.


( )
Chapter President or Treasurer

Notification of Financial Negligence to Parents



Parent’s Address

Dear Mr. and Mrs. ( ):

As chapter president/treasurer of Phi Kappa Tau Fraternity, I am expressing my concern over ( )’s negligence in fulfilling his financial commitment to the Fraternity, as of ( ), I feel you should be made aware of this situation.

Here is an itemized list of ( )’s current debts to Phi Kappa Tau Fraternity:

$____ Social Dues

$____ Fines

$____ Miscellaneous


$____ Total

In order for Phi Kappa Tau Fraternity to continue promoting the academic, personal, cultural and social development of its members, financial commitments must be met promptly. If, however, payment is not made by _date_, ____ will no longer be permitted to participate in any chapter activities.

I am willing to discuss the matter with you at your convenience. Please call me at _____ if you have any questions.


Chapter President or Treasurer

2nd Notification of Financial Negligence to Parents



Parent’s Address

Dear Mr. and Mrs. ______:

As chapter president/treasurer of Phi Kappa Tau Fraternity, it is my responsibility to inform you once again of your son’s delinquency in paying his fraternity dues. Since I sent you the first notice of ___’s delinquency, no attempt has been made by your son to clear his account.

Due to ___’s failure to pay his membership fees of $_, his membership in the chapter was suspended on _____.

If the outstanding account is not paid by ___, __ will lose his privilege to be a member of the Phi Kappa Tau Fraternity. In addition, if payment is not made, a claim will be filed in the ____ Small Claims Court against ______ in order to collect his outstanding debt to the chapter.

It is Phi Kappa Tau Fraternity’s desire that these types of penalties be avoided; however, the fraternity cannot function effectively without full support from all its members.

I ask for your assistance in encouraging ____ to fulfill his financial responsibilities to Phi Kappa Tau Fraternity. Please call me at _____ if you would like to discuss this matter. Thank you for your cooperation in resolving this problem.


Chapter President or Treasurer

Promissory Note

Phi Kappa Tau


I fully understand that by signing this contract, I take responsibility for my indebtedness to Phi Kappa Tau
Fraternity, ______ Chapter, for:

$______ Social Dues

$______ Fines

$______ Miscellaneous


$______ Total

I agree to pay this entire debt by _____, or forfeit my right to be an active member of Phi Kappa Tau Fraternity and all privileges thereof. The chapter also has the right of recourse for collection in the Court of Small Claims. Of these obligations, I am fully aware and sign of my own free will.




Financial Contract


THIS AGREEMENT made by and between (1) ____ (hereinafter called Student), and if applicable the Student’s parents or guardian and (2) the ____ chapter of Phi Kappa Tau Fraternity (hereinafter called chapter), and is binding upon the parties for the following quarters (semesters) of the __ school year: (sign for appropriate quarters/semesters).

Fall 20_ _____
Student’s Signature

Winter 20 _ _____
Student’s Signature
Spring 20_ _____
Student’s Signature

This contract may be cancelled thirty days prior to the beginning of each quarter (semester) if such cancellation is approved in writing by the chapter President. For other cancellation provisions, see Cancellation Section below.

WITNESSETH: The chapter agrees that the Student will have the rights to participate in all fraternity sponsored functions as well as be allowed an active vote in all chapter business upon initiation.

IN CONSIDERATION THEREOF, the Student hereby promises and agrees as follows:

1. To pay each quarter/semester’s billing in full at the beginning of each academic year. Total cost per quarter/semester will be ____ dollars ($ ), which includes all dues and social fees. The charges in this paragraph are subject to change if deemed necessary by the chapter upon notice to the Student.


A. If this contract is cancelled after the quarter has begun by the Students withdrawing from college, by the college dismissing or suspending the Student, the Student will be held responsible for chapter charges for the term.
B. The chapter Executive Council reserves the right to terminate this agreement in the event that said Student shall at any time fail to observe all the rules and regulations of the chapter and/or College, as reviewed and determined by the Chapter. In the event of termination for such violations the Student will be held responsible for chapter charges.

(1) Student_______ Date_____
Home Address of Student___________
Parent or Guardian
Home Address of Parent or Guardian

(2) Chapter Officer_____ Date_____
Witness _______ Date_______
One copy to member, one copy to chapter.

No Hazing Policy Letter


To the parent(s)/guardian(s) of «___»:

«FirstName»’s decision to join Phi Kappa Tau begins a lifelong experience and we are so pleased to have him join our circle. As parents, you may have many questions regarding what «FirstName»(and you) should expect from his decision to join Phi Kappa Tau.
Our Fraternity is grounded in values and principles that are timeless. Our mission is to champion a lifelong commitment to brotherhood, learning, ethical leadership and exemplary character. As an organization, we challenge all of our members to work toward that mission. Our members expect from one another to set the standard for leadership, service, and scholarship and through their actions to bring honor and credit to themselves and to Phi Kappa Tau.
Phi Kappa Tau members make a difference on their campuses and in their communities because of the wonderful support they receive from their parents. The job of being a parent never stops – and I know how important it is to stay involved in your son’s choices and experiences. We invite you to be part of your son’s fraternity experience—even if it means that you just ask questions about his experience or that you consider one of the opportunities outlined in the enclosure. In order to focus on our mission, we know it takes a team effort.
At this point in his life, it is most important for your son to have a support structure at college that will allow him to excel in the classroom and to be involved on campus. To that end, Phi Kappa Tau and its membership is a key to providing that home-away-from-home for him. As an organization, we have clear risk management guidelines to assure a safe environment for all members and guests. We have a demonstrated track record of disciplining or closing chapters that do not follow our policies.
To start, you may have a few questions regarding your son’s initial membership period. During this period he is known as an associate member. (Many other fraternities use the more common term of “pledge;” however, we do not officially recognize that reference.) Counter to some of the notions that may exist, he is not expected to be put in a role of servitude, humiliation, or physical, mental, or emotional stress. He is not to be forced to drink alcohol. He is not to be hazed. Hazing is defined as:
“Any action taken or situation created, intentionally or unintentionally, whether on or off fraternity premises, to produce mental or physical discomfort, embarrassment, harassment or ridicule. Such activities may include but are not limited to the following: use of alcohol; paddling in any form; creation of excessive fatigue; physical and psychological shocks, quests, treasure hunts, scavenger hunts, road trips or any other such activities carried on outside or inside the confines of the chapter house; wearing of public apparel which is not normally in good taste; engaging in public stunts of buffoonery; morally degrading or humiliating games or activities; and any other activities which are not consistent with academic achievement, fraternal law, ritual or policy or the regulations and policies of the educational institution, or applicable state law.”
«FirstName» is expected to spend his associate membership learning about the history of the National Fraternity and the local chapter, getting to know the men in his chapter, becoming familiar with both local and national alumni, and understanding the values and principles outlined in the Creed of Phi Kappa Tau (copies of our Creed and mission statement are enclosed). Phi Kappa Tau does not allow any activity that may be defined as “initiation week,” “I” week,” or “Hell Week.”
Should you hear of any activities taking place that cause you concern and/or may be defined as hazing, please feel free to call me personally. We will keep all calls confidential and promise to explore any situation that may be questionable. Further, we offer an anonymous phone line for anyone who suspects behavior that is counter to our stated fraternal values and policies (call 1-800-PKT-1906 #222 and leave a voice recording.) Again, our aim is to maintain an environment that has respect for your son and his chapter brothers. Our position is the same regarding the use of drugs and the misuse or abuse of alcohol—if we are informed about this behavior, we will take appropriate action.
Following his associate membership (which should be no more than eight weeks), «FirstName» will have the opportunity to become an initiated brother, or more commonly referred to as an “active” member. Our national Ritual is designed to set the principled tone for this lifelong commitment. It is conducted with dignity and respect and concludes with an oath to live by the principles, governing documents, and values of Phi Kappa Tau. Our Greek letters of (insert greek letters) represent our Cardinal Principles and our membership is required to internalize their meaning by not revealing their definition to a non-member; however, be assured that they stand for three very highly principled values.
In closing, fraternity life, when focused properly, is very much about brotherhood, leadership development, fun, and positive experiences that will add value and enhance the academic experience «FirstName» will have during college. On behalf of all of our members, we are proud to welcome your son into our brotherhood and hope that he will take advantage of all that Phi Kappa Tau has to offer.

Should you have any questions, comments, or concerns, or, if you would like to become actively involved as a volunteer, please do feel free to contact us at the address provided or to visit our website at

Steve Hartman
Chief Executive Officer

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