How can you achieve amicable collection without wasting time?

What is amicable debt collection?

Amicable collection is an attempt to recover a debt. without going to court . It relies solely on reminders, exchanges and a close collaboration. possible formal notice without legal action.

It concerns nearly 80% of unpaid bills processed in French companies, according to Altars .

This type of collection can be carried out in-house or via a service provider, but it allows no seizure or legal constraint without the debtor's consent.

When should you use amicable debt collection?

Amicable collection is particularly recommended in situations where the commercial relationship deserves to be preserved, or where the dispute is simple .

It applies as soon as a customer fails to meet the agreed payment deadline, without there yet being any bad faith or formal objection.

It can be used in the following situations:

• Bill unpaid for several days or weeks

• Regular customer experiencing temporary difficulties

• Moderate claims (under €5,000)

• Will to resolve disputes quickly without legal fees

Amicable collection is also mandatory in certain situations before any legal action is taken. For example, the simplified small claims collection procedure ( article L125-1 of the French Code of Civil Enforcement Procedures ) requires a prior attempt at amicable settlement .

It is therefore a strategic prerequisites as much as saving time.

What are the steps involved in successful amicable collection?

Successful out-of-court collection follows a structured progression . The aim is to recover payment quickly while preserving the business relationship whenever possible.

1st reminder (D+5): courteous contact

From the 5th day after the due date, you can send a first reminder, keeping a close eye on the date. professional, caring tone . It could be an oversight or a simple administrative delay. The important thing is to check that the invoice has been received .

Example: "Hello, unless we are mistaken, invoice no. 1234, which expired on [date], remains unpaid. Please let us know if payment is in progress."

2nd reminder (D+15): firmer tone with reminder of consequences

If you haven't received a reply or payment, send a reminder after a further 10 days. This time, be more direct on the issues :

• Please indicate amount due

• Recall the due date

• Mention the any interest for late payment

This reminder can also be sent by telephone if the email remains unanswered.

3rd reminder (D+30): final warning before formal notice

On the 30th day, if payment has still not been made, you can send a last written reminder . This message must clearly point out that the next step will be a formal notice or even legal action if the customer remains silent.

Example: "If we don't receive a reply within 5 days, we'll have to start collection proceedings, with all the legal and financial consequences that entails.

What are the deadlines for maintaining credibility?

Respecter un precise timetable in your reminders is essential for maintain your credibility but also for strengthen your legal position should the matter go any further.

Good timing shows that you are structured and organized, and that you follow your receivables rigorously.

The usual time between reminders

Professional practices recommend a logical progression in tracking delays :

• D+5 to D+7 first reminder by email or telephone, with a cordial tone

• D+15 to D+20 second reminder, more formal and precise about the amount due

• J+30 last reminder before formal notice, announcing possible consequences

This rhythm respects the principles of amicable debt collection: you give the debtor a reasonable time to react, while maintaining a high level of transparency. growing pressure .

According to a study by AFDCC (French association of credit managers), 60% of late payments are resolved by the 2nd reminder when made within 15 days.

Time limit before formal notice

The law does not impose any minimum time limit before sending a formal notice, but a minimum of 30 days after maturity is still good practice. It shows that you have tried a amicable resolution .

You can adapt this timeframe to suit your situation:

• For a small amount or a responsive customer you can wait a little longer

• For a chronic untimeliness or a no answer it is preferable not to wait beyond D+30 to D+35

To sum up: keep a record of each reminder and leave clear deadlines between them to show your commitment to your customers. good faith and prepare the follow-up if necessary.

Which channels to use?

Le channel selection has a direct impact on the response rate of your reminders. The right mailing order will optimize efficiency while keeping a trace that can be used in the event of litigation.

Email, telephone, mail: in what order should they be used?

Start with fast, flexible channels, then gradually build up to a more formal approach. Here's a summary table to integrate into your dunning process:

On average, according to Observatory of payment periods , 30% of email reminders go unanswered against only 12% after registered mail .

What if the customer doesn't respond?

If despite 3 relances progressives If the client doesn't react, you need to change registers. You have two main options:

• Send a formal notice with a firm payment deadline (8 days is the norm)

• One last call to notify the launch of a procedure or a transfer to a third party

Never let a delay go beyond 45 days without reacting: this weakens your position in the event of a dispute and damages your cash flow.

Copy and paste an amicable dunning message template

Here is an example of relance amiable clear, professional and adaptable to your context. You can send it by email or post.

Subject: Reminder for unpaid invoice - [Invoice reference].

"Hello [Customer name],

Unless there is an error or omission on our part, invoice no. [XXX] in the amount of [XXX €], due on [DD/MM/YYYY], has not yet been paid.

We thank you in advance for paying as soon as possible. If payment has already been made, please disregard this message.

Please do not hesitate to contact us should you require any further information.

Best regards,

[Name - Position - Company][Telephone - Email - Bank details if required]".

What are the advantages of amicable collection?

Before going down the long and costly legal route, amicable collection is often the best option. most cost-effective solution for all parties.

Preserving the business relationship

A well-executed relaunch prevents the relationship from breaking down. According to a AFDCC , 60% of unpaid invoices are settled after a simple reminder without tension or breach of contract.

Avoid the costs and delays of legal proceedings

A formal notice or an injunction to pay can cost several thousand euros. hundreds of euros in legal costs and extend over several months . Amicable collection is fast, free and reversible .

Maximizing the voluntary payment rate

By keeping a measured but firm tone, you increase the chances that the debtor will settle without conflict. An effective reminder can reduce average payment times by 50%. according to DGE .

Heropay saves you endless reminders with a cash advance

Rather than suffer delays and wear out your teams with reminders, you can secure your cash flow immediately with the invoice advance of Heropay .

You cash in quickly, even if the customer is slow to pay. You choose your battles, Hero takes care of the rest.