Debtor Communication Log Template
Document every collection contact.
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Create a collection communication log. Business and typical customers: [BUSINESS_AND_CUSTOMERS]. Collection steps I use: [COLLECTION_STEPS]. Design a log table: Date | Time | Customer | Invoice(s) | Contact person | Channel (phone, email, letter, in person) | Summary of what was said | Promise to pay (amount and date) | Next action | Owner | Evidence link. Provide three completed examples with fictional data labeled as examples. Add rules: note facts not opinions, record promises exactly, follow up on the promised date, and never record anything you would not want the customer to read. Include a monthly review summarizing promised versus actual payments and a script for confirming a promise by email within one hour of a call (60 words). Note that records may be needed in disputes, so keep them securely and check retention and privacy rules [VERIFY in [JURISDICTION]]. Provide the three completed examples in full, add a rule for how long entries are kept, and a weekly view that lists promises due this week so none are missed. Please present all results as estimates that rest only on the information I gave you. Please do not read this as accounting, tax, legal or investment advice. A qualified accountant or financial adviser in [JURISDICTION] should review this before you act on it.
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