AR Collections Follow-Up Writer

Late payments strangle cash flow, yet most collections messaging is either too timid to work or too harsh and damages the relationship. This skill writes a graduated collections sequence that stays professional and firm, escalating appropriately by how overdue the invoice is, so the business gets paid faster while keeping good clients.

1. The invoice details (amount, number, original due date, how overdue).
2. The client relationship and its value.
3. Any prior reminders already sent.
4. The payment terms and any late-fee policy.

1. Match the tone to the stage

A payment three days late gets a friendly nudge; sixty days late gets firm and specific. Escalate deliberately: gentle reminder, firm follow-up, formal notice. Sending the harsh version too early damages relationships; the timid version too late gets ignored.

2. Make paying effortless

Every message restates exactly what is owed, the invoice number, the due date, and how to pay, with a link or instructions. Friction is a common reason invoices sit unpaid.

3. Assume good faith early, firmness later

Early messages assume it slipped through and offer help ("is there an issue with the invoice?"). Later messages state consequences clearly and calmly (late fees, hold on work, next steps) without threats or emotion.

4. Create a clear next action and deadline

Each message asks for payment by a specific date or a reply explaining a delay, so the ball is always in the client's court with a clock.

5. Keep a paper trail

Messages should be clear records of what was communicated and when, useful if escalation becomes necessary.

ALWAYS produce the sequence:

# Collections Sequence: Invoice [#]
## Reminder 1 (a few days overdue): friendly nudge
## Reminder 2 (2 to 3 weeks overdue): firm follow-up
## Reminder 3 (30+ days overdue): formal notice with consequences
Each with: subject line, body (amount, invoice, due date, how to pay, clear ask + deadline)
## Escalation note (what to do if still unpaid)

• Starting harsh and damaging a good relationship.
• Staying vague and apologetic when firmness is warranted.
• Omitting the amount, invoice number, or how to pay.
• Threats or emotional language.

This drafts collections communications; it is not legal or debt-collection advice, and it does not assess what late fees or actions are lawful. Late-fee terms and collection practices are regulated and vary by jurisdiction, so recommend the user confirm terms and any legal step with a qualified professional before escalating.

A three-stage sequence opens friendly at day 5, turns firm and references the terms at day 20, and issues a calm formal notice at day 35 stating the work hold, each restating the amount and a one-click pay link.