Payment reminder call: eight sentences that work
A collection call has one goal: a date. Open factually, ask about the obstacle, offer a plan only if needed, and confirm the date back.
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Opening
«Hi, it is Anna from Smith Ltd about invoice 1042, €2,400, which was due on the 14th. Is now a bad moment?»
Asking permission buys thirty seconds and lowers the temperature.
Three questions
«Has the invoice reached the right person?»
«Is anything missing on your side — a PO number, a reference?»
«What date can I put in my forecast?»
The two answers you will hear
«It is in the payment run»: ask which run and what date that means.
«We have a cash issue»: offer two instalments with dates, get agreement in writing.
Ending
Repeat the date back and send a one-line email confirming it.
A call without a written follow-up evaporates by Friday.
Frequently asked
What if they stop answering the phone?
That is the signal to switch to written notices — and to decide about further supply.
Should I record the call?
Only with consent and where local rules allow; otherwise take notes with time and name.
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DueBuddy — invoices and reminders, without the enterprise contract