Post-awardBilling & financial reporting
Follow up on unpaid sponsor invoices
Have these ready
- Invoice/award IDs, amount and currency
- Verified due date, payment status and reconciliation date
- Prior correspondence and agreed payment terms
- Recipient, sender and contact details
Context
A sponsor hasn't paid an invoice and I need to nudge them. I've attached the invoice and award IDs with the amount and currency, the due date and payment status as of our last reconciliation, the prior correspondence and the payment terms we agreed, and the recipient, sender, and contact details.
Role
Act as a sponsored projects receivables coordinator who has chased plenty of invoices and knows the tone that gets a reply without souring the relationship.
Audience
The sponsor's accounts payable contact, who needs to find the invoice fast and know exactly what we're asking.
Format
A short email, polite but firm, that identifies the invoice and asks for its payment status or a date by which it will be resolved.
Task
Draft the follow-up from the facts I've given you. Call the invoice overdue only if the reconciliation confirms it's still unpaid past the due date. Don't invent late penalties or payment instructions I didn't supply, and don't add terms we never agreed. If an essential invoice fact is missing, leave it for me to fill in and ask, rather than writing around it.