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Start with a clear schedule
Set one consistent due-date rule, for example following each tenant's check-in date, and communicate it from the start. Tenants who know the exact date tend to pay more punctually.
Keep due dates in one place for every unit, not in memory or in separate notes.
Issue a written invoice
A written invoice states the amount, breakdown, destination account and deadline. It reduces repeated questions and serves as evidence if there is a disagreement.
- The rent and any add-on services itemised
- A clear destination account
- The due date
- An invoice number so it is easy to find again
Ask for proof and verify
Every payment should come with proof and be matched against the bank statement before the invoice is marked paid. Separating payments that have been submitted from those that have been verified keeps you from assuming money has arrived when it has not.
Send a reminder before the due date
A reminder one or a few days before the due date is usually more effective and friendlier than a warning after it is late. Use polite wording and include the amount and how to pay.
Review arrears regularly
Set aside time each week to look at unpaid invoices, ordered by how long they have been outstanding. That way collection does not wait until arrears pile up.