Friday, September 27, 2013

How to Cut Your Time Writing Emails by at Least One-Third (Part 3)

After reading my previous posts, you're probably getting a more accurate idea about how coming up with several email templates can reduce your writing time. So let's continue this series as I cite two other types of email templates:

A template that can be customized when negotiating with your clients.

Be aware that when you're charging competitive rates, there will, from time to time, be clients who will not be able to pay their remaining balance on the date upon which you have both agreed, especially if your clients have racked up a huge sum or additional charges. And yet, keep in mind that you must never settle for a partial payment, since your time and effort are extremely valuable.

If for some reason your client fails to settle the remaining balance on or before the due date, you can write an email stating that you are extending the deadline until the next payday (i.e if your Freelancer's Contract states that your client must pay within three working days after the day you have dispatched the finished draft, copy, etc., and your client was satisfied with the results and yet failed to pay, you can email him and say that you will allow another three working days for him to make the payment).

A template for billing and collection.

This type of email must come with your invoice attached. But first, make it clear to your client that you're allowing only a certain period (say, not more than 48 to 72 hours after dispatch of the project) for him to get in touch with you should he find "loopholes" in your work. Otherwise, if he doesn't contact you within that period, you'll email him about payment.

Also, experience has taught me that it's necessary for professional freelancers to learn the art of collecting payment by writing follow-up emails. Because should your client be unable to pay the balance in full, tell him that he has the option to switch to an installment basis. 

Assess the remaining balance and see if your client can pay you every five, 10, or so working days. You would need to alert him by emailing him subsequently. You must keep a paper trail of payments so you can have adequate information to enter into your log books.

There's more in this series about email templates, so stay tuned for my next articles.

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