The second reminder email should be sent as a FORWARD so it can use the K.I.S.S. principle (Keep It Short and Simple). It doesn’t need to repeat details of the overdue invoice as those can be seen in the first one.
By doing this, it serves two purposes. It reminds the debtor
1: of the overdue account and
2: that he has been reminded before.
The wording used is still deliberately “soft”
– “hope to”…. instead of “will”
– “help you with” …. Instead of “contact me”
Such a gentle approach is less “threatening” to debtors and as a result, more debtors will contact the creditor if they do have any queries or disputes.
Wording for a SECOND Reminder Email
Sent: 20 February 2009 9.35 AM
Subject: FY: name-of-your-business
The amount below was for a December invoice.
Please advise when you hope to be forwarding this balance or
let me know if you have any queries that I can help you with.
Sent: 10 February 2009 14:39 PM
Invoice for: Your Debtor Pty Ltd
Invoice No: 12345
According to our records, the above amount appears to be outstanding.
If payment has been made, thank you.
If it hasn’t, please organise for settlement in the near future.
Please contact me if you have any queries or if I can be of any assistance.
- About one third (33%) of debtors that receive First Email Reminder will respond. Some pay, some make a part-payment, some dispute, some ask for an invoice copy but they respond.
- About half (50%) of debtors that are sent an Second Email Reminder will respond to this second reminder.
- 33 would respond after receiving the First Email Reminder.
- 33 (50% of the remaining 67) will respond after the second.
- Leaving only 34 debtors who have not responded at all.
And all done using non-confrontational wording and at low cost. But the “trick”, as always is to Start Early.