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09/25/2007 02:46:52 PM · #1 |
I've got myself in a bit of a hole. I did senior portraits for the family of a close friend. They have the proofs, and my invoice for the photography fee (time spent making the portraits), and because of who they are, I gave them a bit of a discount. I delivered the invoice August 1st, and have yet to receive payment. Both times I've asked after it, somewhat informally, I've been assured that they love the images, everything is fine, and they'll get right on it. And yet here I am, two months later.
I'm trying to draft a letter now, something formal in writing. I'm more than a little annoyed that it has come to this. However, I definetly want to remain professional, and have tried to get the message across in a somewhat gentle fashion. Here's what I have:
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Dear XXXXX â
Following the senior portrait session with XXXXX on 29 July, I have not received any contact from you. I am therefore writing to confirm that there are no issues with the provided images. Please feel free to take your time deciding which prints you would like, as they can be ordered at any time, allowing approximately 12 to 14 days for printing and shipping. You will, however, want to bear in mind the yearbook deadline for image submission.
I would further remind you that the terms for the session itself, as stated on the invoice that accompanied the proof disk, expect payment within thirty (30) days of receipt. Late payments are subject to interest charges of 15% monthly, per section one of the âTerms and Conditions.â
I welcome any concerns you may have, and can be contacted through the methods listed below.
Best Regards,
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Is this okay? Should I send another invoice along with the letter? I'd welcome any insights - I'm certain many of you have some experience with this, and I'm just making it up as I go along.
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09/25/2007 02:51:45 PM · #2 |
Sounds perfectly professional and reasonable to me. You might want to include the exact amount they owe you in this letter, the date that it is due and the amounts that they will owe if they pay by future dates. For example:
Amount due: $100
Due Date: September 28
If paid by October 28: $115
If paid by November 28: $132.25
etc.
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09/25/2007 02:56:07 PM · #3 |
Here are my thoughts as a person who writes a lot of letters (my changes in bold):
Further to our informal conversations regarding the proofs delivered to you for the July 29 portrait session, I write to confirm that the images provided meet with your satisfaction. Please feel free to take your time deciding which prints you would like, as they can be ordered at any time, allowing approximately 12 to 14 days for printing and shipping. You will, however, want to bear in mind the yearbook deadline for image submission.
Along with those proofs, as per the Terms of our Agreement, an invoice for that session was delivered to you. That invoice was dated Day-Month-Year, with payment to be received within 30 days of invoice. Please advise if you are having difficulty arranging payment, otherwise please forward payment within xxxx days (I suggest 14). Late payments are subject to a 15% monthly interest rate per section one of the âTerms and Conditions.â For your convenience, a copy of the invoice is enclosed with this letter.
I welcome any concerns you may have, and can be contacted through the methods listed below.
Best Regards,
Message edited by author 2007-09-25 14:57:36. |
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09/25/2007 02:56:20 PM · #4 |
I think the letter sounds fine. Professional and not snippy.
I don't turn the camera on until I collect payment for a session. The clients understand that the session fee covers my time, creative experience and editing skill. Sending an invoice after they already have what they want in their hands decreases their motivation to pay you --- not getting anything until they pay is more motivating! lol
By not having them pay upfront, you're kind of saying "I'll send you proofs and if you like them you can pay me....."
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09/25/2007 02:58:15 PM · #5 |
It does sound professional...but...
Since they're the family of a close friend I wonder if it's too professional. Perhaps you could work on the personal aspect of it?
"I haven't received your check for the amount due on the photo-session and proofs. My student fees have come due and I need to know if you'll be remitting the amount of $xxx.xx soon...."
Or some such.
But I do think you're correct in trying to put something in writing. Don't continue to keep it (entirely) informal. Definitely state (re-state) work done, amount due, due date, etc. Date your letter. Give them every which way to contact you (phone, cell, mailing address, e-mail, etc.)
Message edited by author 2007-09-25 14:58:36. |
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09/25/2007 02:58:21 PM · #6 |
I'd change a few things, but overall it looks good.
Dear XXXXX â
Following the senior portrait session with XXXXX on 29 July, I have not received the agreed upon payment in the amount of $xxx from you. I am therefore writing to request either payment or notice why payment is being witheld. Please feel free to take your time deciding which prints you would like, as they can be ordered at any time, allowing approximately 12 to 14 days for printing and shipping. You will, however, want to bear in mind the yearbook deadline for image submission.
I would further remind you that the terms for the session itself, as stated on the invoice that accompanied the proof disk, specify payment within thirty (30) days of receipt of the proof disk. Late payments are subject to interest charges of 15% monthly, per section one of the âTerms and Conditions.â
I welcome any concerns you may have, and can be contacted through the methods listed below.
Best Regards,
It would not hurt to include another invoice too.
Message edited by author 2007-09-25 14:59:57. |
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09/25/2007 03:14:31 PM · #7 |
Thank you all, I greatly appreaciate the advice! I have made some changes that were suggested here, and at least feel better about sending it knowing that it's done properly. Stinks that situations like this come up.
And  idnic, I think you've got the right idea. How do you know how long a session will take, though. Just through experience? What do you do if it runs over?
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09/25/2007 03:18:47 PM · #8 |
Originally posted by OdysseyF22:
Thank you all, I greatly appreaciate the advice! I have made some changes that were suggested here, and at least feel better about sending it knowing that it's done properly. Stinks that situations like this come up.
And idnic, I think you've got the right idea. How do you know how long a session will take, though. Just through experience? What do you do if it runs over? |
I used to tell people a session was an hour, but I always ran over with little kids or uncomfortable models. Now I just tell them a session lasts however long it lasts. I allow atleast 3 hours, but usually finish well before 2. Did have one a couple weeks ago to actually go 3 hours, but that was the first time (very fussy baby).
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09/25/2007 03:21:10 PM · #9 |
From what I understand, they don't have anything but the proofs, right?
Wonder if it would light a fire under them if you contacted them telling them that you usually don't keep originals past 90 days (or whatever your policy is on that) if nothing has been ordered, and if they would like to order, would they please do so immediately? |
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09/25/2007 03:22:08 PM · #10 |
Originally posted by idnic:
I used to tell people a session was an hour, but I always ran over with little kids or uncomfortable models. Now I just tell them a session lasts however long it lasts. I allow atleast 3 hours, but usually finish well before 2. Did have one a couple weeks ago to actually go 3 hours, but that was the first time (very fussy baby). |
So if I read this right, then your fee is calculated to cover 2-3 hours, but you don't really tell the clients this. They simply buy a "session," and that covers hovever long it takes to get the job done. Sounds like a good way to do it!
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09/25/2007 03:27:03 PM · #11 |
Originally posted by OdysseyF22:
So if I read this right, then your fee is calculated to cover 2-3 hours, but you don't really tell the clients this. They simply buy a "session," and that covers hovever long it takes to get the job done. Sounds like a good way to do it! |
Yup, makes it easy to quote sessions too. I cover my time to get them great proofs - however long that takes shooting, editing, whatever. Then I sell sell sell and hope to actually make profit with print sales. I only show large prints now and highly encourage clients to order BIG! :)
There is one 8X10 in my office (proofing room) and its tucked back into a bookshelf so it looks really tiny! lol
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09/25/2007 03:36:41 PM · #12 |
| I don't like the word "issues" in the beggining, sounds very informal. "Issues" is a sland word when used in that context. |
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09/25/2007 04:11:14 PM · #13 |
60 days isn't too bad for debtor days. In book-keeping debtors are grouped into '30 days, 60 days, 90+ days', so when it gets to three months it starts to become a problem.
Debtors are usually dealt with in these groupings i.e. 0-30 days post an invoice, 30-60 days post the invoice again with a nice letter, 90+ days post the invoice again with a stronger letter. After that hand it over to the debt collector! :)
Keep the letter polite and simple. Make sure it's quite clear that the letter is requesting payment (like Spazmo99's version, that's in the first sentence). Sometimes the message can get buried under all the politeness. |
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09/25/2007 04:13:24 PM · #14 |
tell them that if payment is not received in X days, the photos will be sold as commercial stock in an attempt to recoup your costs. :)
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09/25/2007 04:32:00 PM · #15 |
That's a shame that you have to remind them again. Hopefully, you'll be able to get your payment soon.
I had the hardest time coming up with a pricing policy and then sticking to it. It seems to work really well for me, however. I've had three sessions in the past month - and I'm not really out there as a business, just a sideline. It's almost to the point where it (the business) is pursuing me more than I'm pursuing it. |
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