How to follow up on late rent payments (step by step)

How to follow up on late rent payments (step by step)2026-10-09Short answerTo collect on time: keep each rent’s due date and amount recorded, remind the tenant a few days before, log the payment as soon as it arrives, contact the tenant the day after a delay, agree a payment date in writing and keep an aging of balances (how much is late and since when). If the delay drags on, check what your agreement says and consult a lawyer before taking action.The six steps

Record each rent with its due date and amount. What is not recorded cannot be collected in an orderly way.

Remind before: a reminder a few days before the due date prevents most oversights.

Log the payment the day it arrives, with its receipt, so you know right away what is up to date.

If it is late, write to the tenant the next day, politely and with the amount and date in sight.

Agree a new payment date in writing, even if it is just a message, and record it.

Keep an aging of balances: split what is late into buckets (for example 1–30, 31–60 and over 60 days) to know where to act first.

What is an aging of balances?It is a table that shows how much you are owed and for how many days: it groups overdue balances into time buckets. It tells you whether the delay is a few days or already a problem, and who is best to talk to first. Rentify calculates it in its Collections screen, next to what is collected, pending and overdue. Example aging of balances (illustrative figures)

Bucket

What it means

What to do

1–30 days

Recent delay

Polite reminder and a new payment date

31–60 days

A delay that repeats

Direct conversation and a written agreement

Over 60 days

Prolonged arrears

Check the agreement and consult a lawyer

The buckets and actions are a reference to organize yourself; adjust them to what your agreement says and the applicable law.Common mistakes

Waiting until month end to see who paid, instead of logging each payment when received.

Chasing without the amount, date and receipt at hand.

Agreeing payment dates verbally and leaving nothing in writing.

Taking drastic measures without first checking the agreement and consulting a lawyer.

Frequently asked questions

When should I contact the tenant about a delay?

Best the day after the due date, politely and with the amount and date in sight. A quick contact usually solves most delays before they grow.

What is an aging of balances?

It is a table that groups what you are owed by days late (for example 1–30, 31–60 and over 60) to know where to act first.

What do I do if the delay drags on?

Check what your agreement says about late payment and termination and consult a lawyer before taking action: the rules depend on each country’s law.

Sources

Rentify: collections, reminders and reports: What this guide says about Rentify.

Keep reading

Spreadsheet vs software to manage rentals: when is it time to switch?

What to include in a rental agreement: a checklist for landlords

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