My debtor has gone away - what can I do?
Practical Steps to Tracing Debtors
If a letter is returned via Royal Mail marked 'Addressee Not Known' or 'No longer at this Address', NEVER ASSUME that this is actually the case as many practiced debtors simply return a letter as 'Gone Away' to give themselves more time to evade payment.
Start by taking the following steps:
- Double check your own information to see if you have miss-spelt or made any errors on the original information. If you identify an error, reissue your invoice immediately using the correct address details
- Try a recorded delivery letter as this may be accepted and thus confirm occupancy
- Try a mobile number or text to make contact with the debtor
If the debtor appears to be no longer trading from the premises you have details for, then consider the following:
- A good way to confirm the debtor is occupying the address is to send any communication by recorded delivery letter as this may be signed for
- Don't forget to contact your debtor's local Royal Mail Sorting Offices as they may have forwarding addresses for the business, or may simply confirm that the subject is 'still at the address'
- If you operate in the vicinity, use your local network of sales reps, delivery drivers or staff to seek information from the address or from its neighbours
- Remember to have due regard to the Data Protection Act 1998 as you should not divulge to non-interested parties any information about a debt. Frame your enquiry along the lines that you are "seeking general information on a private matter" and ask if they know of a forwarding address - you'll be surprised at how much information will be volunteered
- If you know of any other suppliers that your debtor uses, contact them to enquire if they have been notified of a change of address
