Late payment
Payment reminders that say what you need
A customer should be able to read your reminder and know which sale you mean. Leave out the lecture. Give the amount, date and a way to tell you if something is wrong.
Before the due date
“Hello Ada. This is a reminder that ₦120,000 for sale KS-104 is due on 18 September. Please use the agreed payment details and include KS-104 as the reference. Let me know if you need a copy of the statement.”
Replace every example detail before sending it. Check the current balance first: a reminder written yesterday may be wrong after a payment this morning.
After a missed date
“Hello Ada. Our record still shows ₦120,000 outstanding on KS-104, due on 18 September. Have you already sent the payment, or is there a problem we should discuss? If you have paid, please share the transfer reference so we can check it.”
This wording asks for information without assuming the customer has ignored you. Keep a reported transfer pending while it is checked; do not send another demand for the same amount as though no response arrived.
When more time is requested
“Thank you for letting me know. You proposed ₦60,000 on 22 September and ₦60,000 on 29 September. I’ll confirm whether we can agree to those dates. The current terms remain on the record until the change is agreed.”
Do not promise an extension you are not authorised to approve. Once an amendment is accepted, update the reminder schedule so the old dates do not keep triggering contradictory messages.
When the amount is disputed
“Thank you for raising the issue with the damaged cartons on KS-104. Please send the delivery details and the items affected. We’ll review that part of the sale and respond through the dispute process.”
Keep collection conversations private. Do not publish the customer’s details or send threats to unrelated people. A reminder is not a substitute for handling a delivery complaint. Where formal recovery is being considered, get advice on the actual agreement and circumstances.
Questions people ask
Frequently asked questions
How often should I send a reminder?
Use a documented schedule and take replies into account. Repeated messages on the same day rarely help resolve a disputed or unconfirmed payment.
Should I add a late fee in the message?
Only describe charges that apply under the agreed terms and your authorised process. A reminder must not invent a new charge.
Further reading
- FCCPC: consumer questionsRegulatory information on consumer protection, including concerns about abusive collection. Check which rules apply to your business.