How to collect debts

Checklist

1. 1 Set up a system to track outstanding invoices; start chasing as soon as an invoice becomes due for payment.
2. 2 Draw up a timetable, setting out what letters, phone calls or other action you will take at each stage of chasing a debt.
3. 3 Investigate costs and decide whether to involve external help at any stage; ensure that any debt collection agency you use is reputable.
4. 4 Keep a file for recording the date of each action, which individual you contacted, and the contents of any telephone conversations.
5. 5 Identify the correct contact, and issue a polite reminder letter as a simple first step.
6. 6 Follow up with professional but friendly telephone calls.
7. 7 Consider alternatives such as fax or email reminders, or visiting the debtor in person.
8. 8 Discuss and tackle any problems which are preventing payment.
9. 9 Handle any excuses, and ask for a date when you can expect payment; be wary of delaying tactics.
10. 10 Use your judgement to decide whether to claim interest under the Late Payment of Commercial Debts (Interest) Act.
11. 11 Follow up to make sure the customer is doing what has been promised.
12. 12 If the customer claims financial difficulties, attempt to negotiate a schedule of payments.
13. 13 Be prepared to stop further credit sales until you have been paid to put pressure on the customer and avoid further risk.
14. 14 If you cannot get satisfaction, send a letter of claim warning of your intention to sue for the outstanding debt.
15. 15 Investigate whether it is worth taking legal action; assess the customer’s ability to pay, and the likely time and costs involved.
16. 16 If you pursue the case, continue to attempt to negotiate an agreed settlement rather than going to court.
17. 17 Be prepared to take further legal action to enforce payment.

Cardinal rules

Contact

• Contact the Credit Services Association for registered debt collection agencies on 0191 286 5656