Escalated B2B Debt Collection Strategy
Creates a structured debt collection process that maximizes recovery without damaging the commercial relationship and before pursuing legal action.
Implement a professional, escalating extrajudicial collection process that increases credit recovery rates, protects the creditor legally, and preserves relationships with strategic clients whenever possible.
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Prompt objective
Implement a professional, escalating extrajudicial collection process that increases credit recovery rates, protects the creditor legally, and preserves relationships with strategic clients whenever possible.
Real use case
Industrial supplies distributor MetalPro has $2.3 million in outstanding debts from 87 B2B clients, with delinquency ages ranging from 15 to 180 days. The company lacks a formal collection process—sales reps collect informally through the same channels they use to sell, creating awkwardness and producing poor results.
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Prompt
Create a complete escalated extrajudicial collection strategy for: Creditor company: [COMPANY NAME] Delinquent portfolio: [NUMBER] debtors, total of $[AMOUNT] Debtor profile: [B2B COMPANIES / INDIVIDUALS / MIX] Average debt size: $[AMOUNT] Average delinquency age: [DAYS] Current relationship with debtors: [DESCRIBE: e.g., active clients, former clients, vendors] Available collection resources: [INTERNAL TEAM / OUTSOURCING / LAW FIRM] ## 1) Delinquent Portfolio Segmentation Segment debtors by tier and define strategy per tier: **Tier 1 — 1 to 30 days delinquent (oversight or temporary cash flow issue):** - Typical debtor profile - Approach: friendly reminder - Tone: partner, not collector **Tier 2 — 31 to 60 days delinquent (real difficulty or neglect):** - Approach: direct contact, offer to renegotiate - Tone: firm but professional **Tier 3 — 61 to 90 days delinquent (established delinquency):** - Approach: formal notice, credit suspension - Tone: consequences made clear **Tier 4 — 91 to 180 days delinquent (high risk of non-recovery):** - Approach: final extrajudicial agreement or formal protest - Tone: last chance before legal measures **Tier 5 — Over 180 days:** - Decision: litigate, sell the debt, or write off ## 2) Collection Playbook — Scripts and Channels by Tier For each tier, define: **Channel and timing:** - Day 1 after due date: automated SMS/email reminder - Day 5: finance team email - Day 15: phone call (script provided) - Day 30: formal email with statement of account - Day 45: demand letter with credit bureau notice - Day 60: formal extrajudicial notice via certified mail - Day 90: credit bureau listing / formal protest - Day 120: final settlement offer with penalty reduction - Day 150: referral to collections or legal action **Outreach scripts** for each channel: - SMS (informal, 2-3 lines) - Finance email (formal, reminder tone) - Phone script (opening, verification, solution proposal, closing) - Formal demand letter (with consequences stated) ## 3) Extrajudicial Demand Letter (formal document) Template including: - Creditor and debtor identification - Detailed debt description (date, invoice, original amount, interest, penalties) - Interest calculation (standard rate per applicable law) - Payment deadline: [NUMBER] business days - Consequences of non-payment (credit bureau, protest, litigation) - Renegotiation offer (if applicable) - Payment details (wire, ACH) - Legal basis: applicable statutes on default and remedies ## 4) Renegotiation and Settlement Agreement Settlement offer template: - Discount criteria by delinquency tier - Maximum authorized discount percentage by level (manager, director, legal) - Maximum installment count by debt size - Required collateral (post-dated checks, guarantors, assignment of receivables) - Debt Acknowledgment and Installment Agreement (complete template) - Acceleration clause for new default ## 5) Creditor Legal Protection - Documentation to maintain: invoices, contracts, emails, chat records - How to document delivery and service performance - When to report to credit bureaus (avoid improper collection practices) - Formal protest procedures: process, costs, effects - Statute of limitations for litigation (verify per jurisdiction) ## 6) Collection Performance Metrics - Recovery rate by delinquency tier (%) - Average resolution time by tier - Cost per dollar recovered - Settlement fulfillment vs. breach rate - Target: [X]% portfolio recovery within [TIMELINE] Format: complete process with collection playbook, ready-to-use scripts, and demand and settlement templates.
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