1st Reminders

The Importance of Semantics in Chasing Late Payments for the first time.

When dealing with late payers, the words you choose are crucial, especially in such a sensitive context. The wrong phrasing in a letter or email could easily offend a debtor, so careful word choice is essential. This brings us to the question - what is the best wording for a reminder email?

Here’s an example of how to craft a First Reminder Email:

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Subject Line for the email: [Name of your Business]
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Dear ???,

Invoice for: [Debtors Business]
Invoice No: 67299
Amount: $3,575.00

Based on our records, the amount listed above seems to be outstanding. 

If payment has already been made, thanks.  If it hasn’t, please organise its payment. If you have any questions or need assistance, don’t hesitate to let me know how I can help.

Kind Regards,

Gwen Iveer

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Why This Works:

• Subject Line:  Does NOT have "Overdue Account" or anything "threatening"

• Formal Salutation: Maintains professionalism.

• Clear Invoice Details: Provides the debtor with a quick reference.

• Blames the Records: Shifts the responsibility to records, keeping you as the "Good Guy."

• Gentle Language: Phrases like "seems to be outstanding" leave room for error, helping the debtor save face.

• Assumption of Innocence: Acknowledges that payment may have been made with a simple "thank you."

• Non-threatening Request: Instead of demanding payment, it asks the debtor to "organise" it.

• Personal Touch: Use of "me" and "I" makes the interaction feel more approachable.

• Supportive Tone: Offering assistance makes the debtor more likely to engage.

• Kind Regards: A soft, non-aggressive closing, reinforcing a gentle approach.

• Non-Threatening Sender: Sent by Gwen, an accounts person, rather than a senior figure, which keeps the tone light and non-intimidating.