Freelancers and small businesses regularly rely on timely payments from clients. Unfortunately, a lot of freelancers and small businesses also find themselves having to chase clients for payments. Overdue payments can easily cause a strain on cash flow and disrupt day-to-day operations. In such cases, a lot of time and effort usually goes into sending overdue payment reminders to facilitate the completion of payment.
However, having an organized system of payment reminder letters can be a great way to ensure that clients clear overdue payments. Doing this the right way can encourage clients to pay quicker and ensure efficient and on-brand communication from your end.
Here are a few things to keep in mind while writing an overdue payment reminder letter that can make the experience seamless for you.
Timing Is Important
Timing things properly is one of the most effective ways to ensure that your clients remain fully aware of payment schedules and immediately get alerted when a payment goes overdue. Focusing on timing can allow you to schedule communication in a way that does not take a toll on your efficiency.
A prudent idea is to start communicating with the client a little before the payment date, especially if the client has a history of late payments. You can send a reminder of the payment a few days before the invoice is due and immediately issue a reminder if the payment date has passed. If the payment has not been cleared, you can send another reminder in the week and follow up again after a month.
If you have multiple clients with overdue payments, it can make sense to send the reminders all at once to make the most efficient use of your time. While you should give your clients some time to complete the payment, especially if the client usually pays on time, it’s paramount to start with the overdue payment reminders without waiting for too long.
Include the Right Details
For any overdue payment letter, it’s critical to furnish all the details so that the client has no confusion regarding the nature and the amount of the payment that is pending. When a payment is already overdue, it’s necessary to be articulate with information so that the client has no confusion regarding the details of the overdue payment, how late it is, and how to make this payment in the most unambiguous way.
To this end, you need to include details in your overdue payment letters like the invoice date and number, the exact amount owed, all relevant pre-agreed payment terms including late fees, payment links to complete payment, and your contact information. It is also a judicious idea to clearly mention any previous reminders as well to drive home the delay in payment.
The Importance of Language
While being gruff and rude is not a wise idea for any kind of communication, you would need to be strong and articulate about the seriousness of the delay in payment, depending on how delayed it is.
