How to word a text to parents
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  1. #1
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    Default How to word a text to parents

    I'm seriously annoyed...actually I'm so fuming that I feel like telling everybody not to bother returning!!!

    I'm on holiday this week (back on Tuesday) so can't talk to parents face to face. I logged onto my bank yesterday and no money in there. 1 family have fully paid their vouchers in time and half another family but I'm still waiting for another 6 payments. (vouchers wont come in to my bank until Friday but that's fine, at least they've issued them on time)

    Log in this morning and still nothing. I'm so mad I've literally had to stop myself writing a blunt text with probably a few swear words inserted!!!

    I'm drafting out a letter about late payments and will hand out on Tuesday (Is £5 per day fair or should I go for higher)

    How should I word the text so its not too rude but they know that I'm seriously p****d off ?

    Time Out.. The perfect time for thinking about what you're going to destroy next.

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    Hi xx, l have just checked my bank account and notice (or l am very disappointed to find ) you have not put my money through as it was due on xxxday could you do it as soon as possible please, see you on Tuesday.
    Send to all parents
    if this is the first time l personally wouldn't send letters, but you could say due to late payments last week l have decided to implement a late payment fee of £5 per day this will apply after 24/48 hrs of non payment if no payment is made within 5 days care for your child will be withheld until payment is made.

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    i would put as QC has but alter the if you could part to 'please rectify this by the end of the day.' Also by saying as soon as possible that might be next month. I always give a timescale, it negates the possibility of a misunderstanding.

    It is money they have contractually committed to you so you shouldn't need to ask. Just state that you would like it rectified.

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    Hi xxx

    I have just checked my bank account and I'm disappointed to see that this weeks payment has not been paid. If no payment is received by e.g. the end of the day then I will be enforcing my late payment fee of (whatever is in your contract). I hope you understand that even though I'm on leave I still have bills to pay on time.

    Thank you


    That's how I would word it and I'd draft a letter/text ready incase you do have to enforce a late payment fee.


    Hope it helps x

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    I can understand exactly how you feel. I have the same from a set of parents who, no matter how many times I say, pay their vouchers too late so that I am waiting until around the 3rd or 4th of each month to receive them. Other parents in the past set up a direct debt so that their vouchers get paid in the same time each month so they don't forget.

    I would just txt saying - the payments have not been paid into the vouchers scheme, as you know I needed paying by XX so I would really appreciate if you could pay it in today and ensure it is available to me by the XX day of the month in future, please allow 4 working days for payment to reach my ban k account. Thank you

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    Another route you could take (which I use to keep the parent/minder relationship sweet in these circumstances) is to blame the bank.

    So you could write something like:

    Hello x. I've just checked my bank account and noticed that your payment of £x, which was due on y date has not yet reached my account. Please could you chase your bank, so that they can ensure that this reaches my account urgently, and can ensure that full payment is in there by the end of today?

    Going forwards, I will be applying my late payment charge of £xx er day (from payment due date until I have cleared funds in my account) to all parents in respect of late payments. Yours will apply from x date. (Use this phase if you haven't yet charged late payment fee. Or if you want to apply it now, use: "Under the terms of our contract, I will be adding a late payment charge of £xx per day from payment due date until I have cleared funds in my account. I will text you again when payment clears to let you know how much this week's / month's occurence has incurred, so that you can arrange with your bank to make urgent payment for that as well.")

    With regards to voucher payments, please allow 4 working days for these to reach my account as any delay in the clearing of these will also attract my full late payment charge, as outlined above.

    If it helps, my late payment charge is £10 per day (which I have never yet had to charge but parents now know that I am more than willing to charge it. I went down the route of sending payment reminders - it got a bit irritating, so I now send an 'Advance payment invoice' to parents, outlining their next 6 payment due dates'. Let me know if you want more info on this. I find it works a treat.)

    Going back to your current text, to give it a bit more welly, you could also add: "As your childcare account with me is in arrears, please do not return your child to my care until you have brought your account up to date." (Have never used this tactic myself, though, so proceed with caution, as although late payment is a pain, it's better the devil you know.)

    All the best,

    L
    Last edited by lollipop kid; 02-04-2015 at 10:22 AM.

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  10. #7
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    Would you not consider phoning the parents? Slightly more awkward for them. I had to do it once and I could feel mum squirming down the phone. I was in such a bad mood that I didn't feel awkward - but she was a new mum and so I hadn't yet built up a relationship with her. x

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    Thanks all. Every month I have to remind at least two lots but was astonished when I had no money yesterday or today. Now they've paid after a stern text saying that contracts are to be renewed and a late fee added.

    I really cant be bothered pussyfooting around anymore. One reply simply said 'Sorry, had a really busy day out with the family yesterday and completely forgot. I'll be the one with the late payment fee every month..lol

    Lol?! Its not funny

    I'm not sure £5 late fee will cut it though. I want something that will make them think, most are high earners. DH says £25.
    Time Out.. The perfect time for thinking about what you're going to destroy next.

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    Quote Originally Posted by Maza View Post
    Would you not consider phoning the parents? Slightly more awkward for them. I had to do it once and I could feel mum squirming down the phone. I was in such a bad mood that I didn't feel awkward - but she was a new mum and so I hadn't yet built up a relationship with her. x
    I have 8 sets of parents so to ring round them all would be time consuming. I usually would speak to them face to face when they arrived but being off until Tuesday I couldn't leave it that long. Most are at work today though so it would be awkward ringing them at work, a couple wouldn't answer as they are NHS.
    Time Out.. The perfect time for thinking about what you're going to destroy next.

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    Quote Originally Posted by JCrakers View Post
    Thanks all. Every month I have to remind at least two lots but was astonished when I had no money yesterday or today. Now they've paid after a stern text saying that contracts are to be renewed and a late fee added.

    I really cant be bothered pussyfooting around anymore. One reply simply said 'Sorry, had a really busy day out with the family yesterday and completely forgot. I'll be the one with the late payment fee every month..lol

    Lol?! Its not funny

    I'm not sure £5 late fee will cut it though. I want something that will make them think, most are high earners. DH says £25.
    glad you got it sorted, i would be angry too. I think this is the 1st month that ive been paid by all by today!

    maybe set it as a percentage of the fees owed then?

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    I'd be tempted to word it along the lines of

    Dear xxx, due to fees not arriving in my bank account by the contacted date, I have had to default on my mortgage payment and my home is now being repossessed. Could I and my family move in with you until we get something sorted?..... Cheers!

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    My late fees are 10% of outstanding money per day which for most parents equals a lot of money. I have only ever had to charge it twice.

    xxx

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    Or you could wait until next time you're minding for them and send the "pay up....we have your son/daughter" message.

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    Quote Originally Posted by bunyip View Post
    Or you could wait until next time you're minding for them and send the "pay up....we have your son/daughter" message.
    What if they say keep them we heading away for a fortnight's holiday 😢
    Tess1981

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    Glad you got this sorted. I can't abide late payments and sometimes send a reminder txt on the day (kick up the bum) which usually works. I've applied my late fee once £5 it didn't go down well but I've had no probs with the family since.

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    Quote Originally Posted by bunyip View Post
    Or you could wait until next time you're minding for them and send the "pay up....we have your son/daughter" message.
    Oh no, I couldn't threaten them with that - they might just take me up on the offer/call my bluff

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    Hope it gets sorted ... I'm not able to check my account till tomorrow ...
    Neither have I reminded anyone ... I suspect I will have one parent who will blame the bank ... But seeing as the unopened invoice was still in child's bag 10 days after I put it in mums hand I shall not be impressed.
    I used to have a parent who added a £20 late fee every month .. even if not late paying and would never let me give it back! She said she knew she often paid late and she was happier doing that!

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    Quote Originally Posted by loocyloo View Post
    Hope it gets sorted ... I'm not able to check my account till tomorrow ...
    Neither have I reminded anyone ... I suspect I will have one parent who will blame the bank ... But seeing as the unopened invoice was still in child's bag 10 days after I put it in mums hand I shall not be impressed.
    I used to have a parent who added a £20 late fee every month .. even if not late paying and would never let me give it back! She said she knew she often paid late and she was happier doing that!
    well, I've just sent a text message requesting mum chases the bank!!! which I know she won't be able to do as its a bank holiday, but I've been away all week and only had limited internet access and wasn't going to check bank accounts, when I could be doing important things like reading the forum !!!

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  31. #19
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    I like the idea of 10%

    But one bill was £700 so that's £70. I might go with a 1 off fee of £20.

    I think it just might help them remember
    Time Out.. The perfect time for thinking about what you're going to destroy next.

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  33. #20
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    Quote Originally Posted by JCrakers View Post
    I like the idea of 10%

    But one bill was £700 so that's £70

    It would only need to be enforced once though

 

 
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