Not sure how often to contact your debtors? This can be a very sensitive topic. Calling or sending too many emails will make your company appear unprofessional and desperate. Excessive contact can also start to seem more like harassment than gentle reminding. So, how often should you reach out? Let’s take a look. 

Sending Monthly Statements  is Perfectly Normal

It is perfectly fine for your company to send out a monthly account statement to debtors. This type of contact is usually preferred by all customers since it makes it easier for them to keep track of their expenditures and gives a clear view of the outstanding amount. Sending a monthly statement is also a great way to remind debtors to pay up, so they won’t forget. 

How Long Before The First Contact

If you notice that a debtor is slacking off or missing payments, then you can reach out to them. This initial contact is usually done once. It is best to give the debtor clear details about the debt amount that is due or overdue. At this time, you can also offer alternative repayment options to make it easier for the debtor to pay the outstanding amount. Your contact letter or message should also include the clear consequences of what might happen should the debt remain unpaid. 

Weekly Follow-Ups Are Perfectly Fine

It is important to avoid excessive pressure. Remember that debtors are also people who might be going through a rough patch. Placing unnecessary pressure can aggravate the debtor and tarnish your relationship. It is best to start following up weekly with reminders of the outstanding amount. As time progresses, you can even reach out up to two times in one week as long as the contact days are spread out.

What To Do When You Don’t Receive a Response?

Continuing with constant calls or emails when the debtor is not responding isn’t a good idea. If you don’t receive any response after about one month of weekly calls, then it may be best to reduce the frequency of your calls. Try to be consistent and contact the debtor every 10 – 14 days. 

Try Using a Debt Collection Agency in Melbourne 

At this point, things are likely already quite frustrating, especially if you are a small business with cash flow issues. The best thing you can do with a debtor who is not responding is to hand over the account to a Melbourne debt collection agency.

Professionals like Vic Collect know exactly how often they can contact debtors, and they use a wide range of effective strategies to recover unpaid debt. Thanks to their expertise, you are much more likely to get the overdue amount. Your relationship with the debtor, or your client, will still stay positive because debt collectors are extremely proficient and professional in the way they handle debtors. 

The best part about hiring a debt collection agency is that you don’t have to pay a debt collection agency in Melbourne to recover funds. Companies like Vic Collect don’t charge any upfront costs. Instead, they only ask for a small percentage of the total debt. This amount is only charged if the debtor starts paying up, meaning businesses don’t lose anything by outsourcing debt recovery processes. 

Different Ways to Contact Debt Collectors 

Creditors can use all sorts of means to make contact with the debtor; however, it is not recommended to visit the debtor at their residential address. This can end up feeling like a threat and will end badly.

Instead, you can contact your debtor via phone call, email, SMS, or by sending a physical letter of demand to their home or postal address.

Recover Outstanding Debt Effortlessly

If you are struggling to get hold of debtors or cannot seem to get them to pay up, then it is best to hand over these challenging cases to an experienced company like Vic Collect. We have been successfully recovering funds for more than 30 years and are highly skilled in these challenging processes.

Contact Vic Collect today and find out how you can reclaim your funds.