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10 Elements of an Effective Debt Collection Process



10 Elements of an Effective Debt Collection Process

In today’s economy, it’s normal for businesses to encounter some form of debt. Often, they have to deal with customers who struggle to make payments for purchases made on credit. But if invoices don’t get paid, the vitality of the business is at risk.

It’s tough dealing with such a situation. Most companies find it unpleasant to press customers for money. Besides, it’s a time-consuming task keeping track of unpaid accounts and working at getting them paid.

What are your options?

Some businesses attempt to reclaim money on their own. But others do not have the time or resources. For them, the apparent route is hiring a debt collection agency. As professionals, they have the skills to get the job done.

Either way, certain elements can make the debt collection process a success. So whether you are dealing with a commercial debt or a consumer debt, you need to use an efficient and effective system. This improves your chances of collecting money from debtors.

Acquiring payments from customers is essential, but implementing appropriate collection mechanisms is more important. The practice requires patience and diligence. To help you get started in the right direction, here are techniques that you can apply.

  1. Manage your accounts

An effective collection program begins with having correct, up-to-date information. This should be part of the fundamental sales process. Know exactly how much money a customer owes. Be prepared before making the initial contact. Have all the invoices, contracts, and additional data at hand.

  1. Don’t lose sight of the main objective

Yes, collecting money as quickly as possible is at the top of the list. But remember, every customer is important- even the delinquent ones. They are the potential future of your company, so do not alienate them. The first interaction should always be low-key to preserve the relationship.

  1. Bring your A-game

You can’t afford to tarnish the brand’s image. So speak knowledgeably and professionally. More importantly, make the interaction as personal as possible. Make that special effort to resolve the situation.

Most customers need a reminder about their dues. A friendly nudge is all they need. Therefore, you need to be patient and cooperative with people.

  1. Understand the problem

Sometimes, the customer’s ability to pay has been impacted by unforeseen circumstances, such as an illness, divorce, or unexpected expense. Listen to what they have to say. A supportive approach evokes customer loyalty so that the person considers interacting with the business in the future.

But those who exhibit an unwillingness to pay will require more comprehensive, persistent tactics. After the first gentle approach, these customers need to be treated with increasing firmness over time.

  1. Watch your tone

When you contact debtors, especially over the phone, watch your tone of voice. To have a fruitful dialogue, use a pleasant, non-confrontational tone. Begin by confirming that you are speaking with the right person and clearly state that the conversation is related to an unpaid invoice.

Even showing empathy is beneficial, remain detached from the situation at all times. Remember, your job is to collect unpaid payments.

  1. Avoid arguments

Often, debt collectors encounter aggressive, confrontational individuals. When interacting with such people, refrain from using abusive or threatening language. And never make false claims. Not only could you find yourself in a muddle with the law, but your response might hinder the collection efforts.

Always remain calm, firm, and professional. Try to calm the person down. At this point, end the call and plan to contact the debtor later on.

  1. Work out a solution

It may be difficult for an individual to repay the entire debt at once. Instead of frustrating the debtor to pay off the debt immediately, help them develop a debt management plan. Give them options to set a repayment schedule that is workable for both the creditor and the debtor. This will give them time to make arrangements for regular installments.

But agree upon a definite plan and specific deadlines. Ideally, get a token payment, collateral, or other reassurance for the full amount owed. And remember to recap the terms. Include specifics such as how much will be paid in each installment, when the debtor will send each payment, what form of payment will be used, etc. Any verbal agreement should be put in writing, either through a letter, email, or fax.

  1. Keep communicating

As long as the debt has not been paid, keep in contact with the debtor. The typical way to contact debtors is to progress from letters to telephone to court notices. But this varies from client to client.

Whenever corresponding with them, always demand prompt action. A missed call or payment should always be followed up the next day. This will show the person that you are serious about collecting the money. More importantly, listen to the person. Help them figure out a way to start playing sooner than later.

  1. Devise a plan

Typically, the first step entails sending reminders of overdue payments at specific, predetermined intervals. However, telephone notices can promote more personal correspondence. It allows businesses to understand the circumstances surrounding the debt. But restrict the number of calls you make so that it doesn’t border on harassment. Depending upon the geographic location of a customer and the outstanding amount, some businesses even resort to visiting clients personally.

  1. Document everything

Be sure to document your interaction with a debtor carefully and accurately. While talking to them, take notes of everything discussed, as well as the person’s comments. This will help keep the conversation fresh in your mind.

Keep a file of every correspondence between you and the customer. Include copies of letters and notices that you sent. Remember to keep the records up to date.

  1. Enforcing the law

As a final step, you may need the help of the law. With the aid of high court enforcement officers, collection agencies can enforce County Court Judgments. This way, they can provide a complete end-to-end debt recovery service.

Final thoughts

These basic strategies provide some guidelines that you can follow. But each case is unique, use your judgment to understand the debtor’s financial position. Moreover, help resolve the situation by creating a plausible payment plan.

Always aim at prioritizing accounts. Begin by identifying the ones with the highest payment potential. Make sure to analyze current industry trends and test new strategies to find one that boosts your chances of success.

It’s up to you to implement the steps for an effective debt collection process.


Author Bio: About Michelle Joe: Michelle Joe is a blogger by choice. She loves to discover the world around her. She likes to share her discoveries, experiences, and express herself through her blogs. You can find her on Twitter @michellejoe524