CONTENTS Introduction ............................................................................................................................ 2 Cast Of Characters ............................................................................................................... 3 Writing Collection Reminders ................................................................................................. 3 When To Use Reminders To Collect Payment ....................................................................... 3 “Do’s” And “Don’ts” For Collection Reminders ........................................................................ 4 Make Sure Your Reminder Gets Through ............................................................................ 10 Some Sneaky Tricks ............................................................................................................ 12 How To Write A Collection Reminder Using This Booklet..................................................... 15 Summary Of Main Points ..................................................................................................... 17 The Reminders .......................................................................................................... 18 - 93
INTRODUCTION This book was written for Professional Service Providers because reminding clients to pay can be expensive. Professional relationships can be seriously damaged if worded badly. AND … Chasing Slow Payers is a sensitive topic. A myriad of situations always pop up and knowing how, when and what to write when they do can be extremely time consuming. Lost time. It’s hard to put something together "from scratch". This book makes it easy. Something to model off. Templates that can be quickly changed, added to and "tweaked" to suit. There are 73 templates in this book. They can be adapted for emails or letters. They address the more common situations from "soft" reminders" right through to "letters of demand" - and most things in between. No more writers block! Much easier writing a reminder when you have these templates ready to hand. Much, much easier than looking at a blank screen or piece of paper. And, best thing, the wording in these templates have been tried and tested over many years in many firms and, simply put, they work! Enjoy. Regards, Michael Todd. August 2013
The reminders with hyperlinks take you to our blog which explains what ‘tactics’ are at play.
Copyright First published 2013 by Michael Todd OPS Global 2013 All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without the prior permission of the author. Every effort has been made to ensure that this publication is free from error or omission. However, the author, nor his respective employees or agents, shall not accept responsibility for any injury, loss or damage occasioned by any person acting or refraining from action as a result of material in this publication whether or not such an injury, loss or damage is in any way due to any negligent act or omission or default on the part of the author or of his respective employees or agents. No person, persons or organisation should take any action solely on the basis of the material contained herein but instead should satisfy themselves independently (whether by expert advice or otherwise) of the appropriateness of any such action. Information that will enable the author to rectify any error or omission in subsequent editions will be welcome.
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HOW TO WRITE A REMINDER USING THIS BOOKLET Back to contents
When it comes to writing a reminder, have you ever had “writers block?” I certainly know that I did until someone gave me some sample reminders to look at. Writing reminders after that became fairly easy. If I couldn’t use one of the sample reminders in full then I’d take a paragraph from one or a phrase from another and after a bit of juggling around I’d have the perfect reminder for the situation. There’s a simple 4-step formula to follow to write a reminder that suits most situations.
1
Step 1.
Write down how you really feel. Emotionally. The truth.
Step 2.
Scan “The Reminders” on page 18 for a match.
Step 3.
Pick the paragraphs and phrases to use.
Step 4.
Juggle them around to create the reminder.
WRITE DOWN HOW YOU REALLY FEEL Although you should never put raw emotion in a reminder, it is important to identify exactly how you feel about the situation, what emotion you are experiencing, before putting a reminder together. With this in mind, write down on a sheet of paper (in as few words as possible) how you really feel, the real emotion behind the reminder, what you would really like to say to the clients (if you could). Don't watch your language - "let it all hang out”, as they say. Say it as it is. If you're angry with some client for not keeping to a payment arrangement - write down something like... “You lied to me” or “I trusted you and you broke that trust”. If you know that the clients are in trouble financially and would pay you if they could but they won't return your calls because they’re probably too embarrassed to do so then write down something like... “Talk to me, I'm your friend” or “I'm an ally.... not an enemy, let's talk about it”. I know this sounds simplistic but bear with me. If we can get to how you really feel about a situation, putting the reminder together is a piece of cake.
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THE REMINDERS Back to contents
REMINDERS TO VERY OLD ACCOUNTS I'm new here and your account is really old - please pay or call me........................ 1 Your account is really old but we can't help you if you don't contact us .................. 2 We've tried to be nice. You've abused us. We've had enough ................................ 3 We have to tighten things up ................................................................................... 4 CIRCULARS Our terms are now 14 days ..................................................................................... 5 The overdue amounts are highlighted on your statement ....................................... 6 You'd better pay - or we'll be phoning you next week.............................................. 7 Reconcile your account and pay - or we'll be phoning you ...................................... 8 FIRST REMINDER REMINDERS We don't appear to have your payment ................................................................... 9 Your account is due - please pay .......................................................................... 10 Your account is due - to keep fees low, please pay .............................................. 11 We've already tried phoning, but we'll get you next time - maybe ......................... 12 SECOND REMINDER REMINDERS We value your custom - please pay ...................................................................... 13 We hope to hear from you very soon .................................................................... 14 Have you overlooked this account? ...................................................................... 15 This is our second reminder - please pay.............................................................. 16 Not only didn't you pay the last one - the next one's due now ............................... 17 THIRD REMINDER REMINDERS (SOFT) If you haven't got the lot, you can pay us like this ................................................. 18 We know it's tough - but pay something ................................................................ 19 Your account is well overdue - you need to do something .................................... 20 THIRD REMINDER REMINDERS (HARD) We’re happy to accept an arrangement - as long as it’s in writing ........................ 21 Are you ignoring us? ............................................................................................. 22 Sort your problem out ............................................................................................ 23 We keep writing, you keep doing nothing. What choice do we have? ................... 24 THANK YOU REMINDERS Thanks for the part payment - pay the rest like this ............................................... 25 Thanks for your payment, but we need the rest - now........................................... 26 Thanks for your payment, please send the rest .................................................... 27
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ARRANGEMENT REMINDERS We can’t wait that long, what about this? .............................................................. 28 It's OK to pay when that happens.......................................................................... 29 We are happy to confirm this payment arrangement ............................................. 30 This is the arrangement we made ......................................................................... 31 Pay all future fees promptly and you can pay the old balance off ......................... 32 This is our second and final arrangement with you ............................................... 33 “SOFT” REMINDERS FROM THE PARTNER Hey - we were friends, talk to me .......................................................................... 34 Hey - we were friends, talk to me (shorter version) ............................................... 35 We can't ask forever .............................................................................................. 36 “HARD” REMINDERS FROM THE PARTNER Talk to me or we'll have no option but to sue ........................................................ 37 Your account has been given to me to action ....................................................... 38 I’m under pressure from the other Directors .......................................................... 39 Pay this reduced amount - and we'll call it quits .................................................... 40 BROKEN PAYMENT ARRANGEMENT REMINDERS (SOFT) You said you'd pay in bits - but you haven't .......................................................... 41 If that hasn't happened then pay us in bits until it does ......................................... 42 If you were in our position, what would you do? .................................................... 43 We agreed you could pay it off - so pay ................................................................ 44 BROKEN PAYMENT ARRANGEMENT REMINDERS (HARD) This account's very old, you said you'd pay but you haven't ................................. 45 We made an agreement, you've broken it - pay or we'll sue ................................. 46 LETTERS OF DEMAND (SOFT) You're ignoring us - not good. Give this some priority now ................................... 47 Sort your problem out ............................................................................................ 48 I mean we've tried everything. 3 weeks more - but that's it ................................... 49 LETTERS OF DEMAND (HARD) What happens next is entirely up to you................................................................ 50 No more - that's it - we've really had enough now ................................................. 51 Enough's enough, pay up ...................................................................................... 52 We can’t chase you forever ................................................................................... 53 This is your last chance ......................................................................................... 54
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DISPUTE REPLIES - WHERE THE CLIENT IS CORRECT OK, OK - you're right, we're sorry .......................................................................... 55 I agree. We’re wrong. Sorry ................................................................................ 56 DISPUTE REPLIES - WHERE THE CLIENT IS WRONG We are right, but will take less just to clear this up ................................................ 57 Nope, sorry. Can't agree ....................................................................................... 58 No - our fee is reasonable, pay up ........................................................................ 59 That's plain rude - pay up or we'll sue you ............................................................ 60 What do you mean you're not paying? You'd better .............................................. 61 “LAST CHANCE” Tell us what your complaint is or shut up ............................................................. 62 Don’t mess with us ................................................................................................ 63 OK OK, If you don’t pay we’ll wreck your credit rating ........................................... 64 Hey, look, we’ve already started to sue you .......................................................... 65
MISCELLANEOUS It's OK to pay when that happens - but we need part-payments until it does ........ 66 Please reconcile this lot and settle up ................................................................... 67 If your client won't pay you, that's your problem. Pay us now ............................... 68 Sorry, no more work until you pay up .................................................................... 69 Pay this reduced amount or we'll sue you for the lot ............................................. 70 You hung up on me - now I'm steamed! ................................................................ 71 Oh, just go away will you ...................................................................................... 72 This is what’s due at the end of the month ............................................................ 73
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WE HAVE TO TIGHTEN THINGS UP ................................................................................ 4 Back to “The Reminders”
Camelots Pty Ltd Excalibur Parade, Avalon
Mr and Mrs Geoffrey Monmouth 2 Lakeview Avenue WINCHESTER NSW 1234
Dear Mr and Mrs Monmouth, Invoice for: Invoice No/s: Unpaid Balance:
Monmouth Pty Ltd 12345 $4,320.00
In the light of the current economic circumstances the firm has had to look very carefully at its credit policy and it has become obvious that over the last twelve months more clients than normal have been taking far longer to settle their invoices than in the past. This has made it difficult for us to operate within normal overdraft arrangements and resulted in higher interest charges. Also, most clients' work is carried out over a period of time, so there is often a significant time delay between incurring costs and rendering an account compounding this issue. As a result of the above, the firm is now contacting any clients with fees that are currently 90+ days overdue (where there are no queries or exceptional circumstances) and asking them to either • pay the overdue balance in full, • advise when payment may be expected, or • submit a reasonable payment offer for consideration by the Board by the close of business of {insert date here ... about 10 days after the date of your letter/email}. We look forward to hearing from you shortly. Arthur King Partner
http://chasing-slow-payers.blogspot.com.au/2012/04/when-enoughs-enough.html
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HEY - WE WERE FRIENDS, TALK TO ME (SHORTER VERSION) .......................................... 35 Back to “The Reminders”
Camelots Pty Ltd Excalibur Parade, Avalon
Mr and Mrs Geoffrey Monmouth 2 Lakeview Avenue WINCHESTER NSW 1234
Hi Geoff, I hope this note finds you well? I am writing personally to you in relation to the attached outstanding fees as I am being placed in a difficult position by the other Directors who are insisting that some action be taken for recovery. The total amount due is $2,462.00. Our normal policy is that if fees are outstanding more than 90 days, either a mutually acceptable arrangement is entered into for payment or legal action is commenced for recovery. Considering that the amount is now well overdue, I would appreciate it if you could settle the account as soon as possible. If you would like to pay the amount in 2 instalments, I would be happy to accept this also. I would be most grateful for your reply so that this problem can be resolved and you can advise when the amount outstanding will be settled. Kind Regards, Arthur King Partner
http://chasing-slow-payers.blogspot.com.au/2011/03/im-your-friend-talk-to-me.html
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OK. OK. IF YOU DON’T PAY WE’LL WRECK YOUR CREDIT RATING .................................. 64 Back to “The Reminders”
Camelots Pty Ltd Excalibur Parade, Avalon
Mr and Mrs Geoffrey Monmouth 2 Lakeview Avenue WINCHESTER NSW 1234
Dear Mr and Mrs Monmouth, Re: Outstanding Fees - ${Amount} We refer to the above outstanding balance and note that, despite numerous requests for payment, this matter remains outstanding. We are now left with no alternative other than to advise you that unless we receive payment for the full balance of this account on or before [time] of [day & date] we will be listing you as a default account with Veda Advantage Limited. For your information, a listed default account on your credit file with this credit bureau will adversely affect your ability to obtain finance or credit from most sources for a period of up to five (5) years. If you wish to prevent this, please contact the undersigned as a matter of urgency or settle your account before the above date. Yours sincerely, Lance Erlott Manager - Accounts Receivable
http://chasing-slow-payers.blogspot.com.au/2011/07/another-debt-collection-secret.html
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