When further discussion may help
- Payment is overdue and the buyer repeatedly postpones it or makes only verbal promises.
- Reconciliation, acceptance or settlement issues remain unresolved.
- You want to assess non-litigation options while controlling exposure from further trading.
What the work involves
- Check contracting parties, delivery and performance, settlement evidence, payment conditions, receipts and outstanding balances.
- Separate disputed and undisputed amounts and verify payment obstacles; do not treat a single clue as a conclusion.
- Confirm contacts and communication channels, then discuss trackable amounts, dates and conditions.
- Monitor promises; provide stage recommendations where major disputes or repeated missed commitments arise.
Possible stage deliverables
- Claim facts and document-gap checklist
- Non-litigation action plan and communication records
- Payment-promise, receipt-reconciliation and progress log
These are deliverables that may be agreed. Scope, frequency, timing and fees are defined in writing and are not a guarantee of recovery.
Documents to prepare
- Contracts, orders and basic information on both parties.
- Delivery, receipt, acceptance, reconciliation or settlement records.
- Invoices, payment records, outstanding balances and previous correspondence.
An initial enquiry needs only an outline. Confirm authority and confidentiality arrangements before verification, and provide only necessary, lawfully obtained information.
The non-litigation process
- Initial review
Understand the parties, balance, overdue status and disputes to assess whether further discussion is appropriate.
- Document verification
Review contracts, performance, settlement and payment records; identify established facts and missing information.
- Obstacle analysis
Distinguish incomplete procedures, settlement disputes, approval obstacles and payment difficulties; list what needs verification.
- Plan agreement
Within the client's authorization, agree communication contacts, milestones, stage objectives and escalation criteria.
- Communication and negotiation
Support reconciliation, clarification of disputes and payment discussions within the agreed mandate; record responses.
- Performance tracking
Track payment promises and their conditions, reconcile actual receipts and retain records of missed commitments.
- Stage review
Summarize progress, outstanding tasks and next steps; coordinate with appropriate professional firms when necessary.
Frequently asked questions
The customer acknowledges the debt but keeps promising payment next week. What should we track?
Record the balance, each promise and actual receipts separately. Check the amount, date, conditions and source of confirmation; ask finance to verify receipts. Keep missed promises in the record and establish the next action rather than treating a verbal promise as payment.
Can non-litigation discussions continue when quality or performance is disputed?
First assess the evidence and identify agreed and disputed matters. Discussion does not replace professional judgment about responsibility. Material disputes and matters requiring qualified professional services need separate coordination.
How should a partly paid balance be followed up?
Match each receipt to the relevant claim and check the remaining balance and conditions. Instalments, concessions or other changes require appropriate authorization and records. Partial payment does not close the entire account.
Can we seek collection support while preserving the trading relationship?
Explain your commercial objectives and authorization limits at the outset. A coordinated contact channel can address reconciliation, obstacles and payment arrangements. Preserving cooperation does not mean indefinite deferral or a guarantee that every objective can be achieved.
Do you guarantee an amount or date of recovery?
No. Feasibility depends on the claim facts, disputes, payment conditions and the counterparty's performance. Scope, stages and fees must be agreed in writing after the project is understood.
Does non-litigation collection mean never taking other measures?
No. Continuing discussions must not replace professional assessment of important deadlines, evidence or disputes. The client should separately appoint appropriate professional firms for litigation or other specialist measures when required.
Must I send the complete case file for an initial enquiry?
No. Start with the transaction type, approximate amount, overdue period and main obstacle. Agree the document scope and transfer method before providing necessary materials. Do not send identity documents, full bank account details or unrelated third-party information through public contact channels.