Late Payment by a Large Customer Escalation
Draft late Payment by a Large Customer Escalation with an escalation ladder and an evidence checklist.
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Write an escalation to the accounts payable head of a larger customer who keeps paying late. What I will tell you: customer [CUSTOMER_NAME], invoices [INVOICES], due dates [DUE_DATES], days overdue [DAYS_OVERDUE], earlier contacts [EARLIER_CONTACTS], impact on my business [IMPACT]. It should list each invoice with its due date and age, quote the agreed payment terms, state the cash-flow impact in facts, and ask for a payment date and a named contact. It should keep a cooperative tone. Gather before drafting: a table of invoices with number, amount, due date and days overdue, the agreed payment terms, my emails to accounts payable with dates, and the effect on my payroll or supplier payments. Reasonable asks: a payment date for each invoice, a named contact in accounts payable, and a check that my invoices are registered in their system. A typical reply: "Your invoices were not matched to a purchase order." Answer by asking for the PO number they need and sending it the same day. First build a timeline table for the late payment by a large customer escalation (date, what happened, proof), mark undocumented dates, and then keep every date in the letter consistent with it. Supply the finished letter plus a cover note of about 60 words, followed by the ordered next steps if there is no reply (accounts payable, then procurement lead, then a finance director), and a proof checklist (invoices, payment terms, emails), plus a proof-of-delivery tip. Send it as a PDF and paste the text into the message, then keep the sent message with its full headers and follow up if no confirmation arrives. Compose the letter in my own voice as an ordinary person, with no lawyer or firm voice, and invent no credentials or bar numbers. Before writing, ask about any fact I left blank and mark claims that need a document behind them. Avoid reciting rules from memory, including time limits; take guidance only from [JURISDICTION] and [RELEVANT_LAW_OR_POLICY_IF_KNOWN], and add a line telling me to verify the exact law with a professional or my local consumer agency. What I want is wording, not legal advice, so suggest checking with an adviser before I send anything important. Make it firm without heat, with no harassment or personal attacks, and use only the deadline I set in [DEADLINE].
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