{"id":"ind-fin-partial-payment-followup","audience":"finance","category":"writing-emails","technique":"grounding","title":"Chase the rest of a partly paid invoice","free":false,"task":"A client paid only part of an invoice, and you're in accounts receivable. Write a follow-up email under 90 words, plain text, that states the remaining balance and invoice number in the first sentence, shows the math in one line, and gives the exact way to pay. Don't claim a late fee applies yet, because the contract's fee only starts after day 45. Write a prompt that gets you exactly that.","materialLabel":"The account details (attached to your prompt automatically)","material":"AR NOTES - Fairmont Supply Co. (fictional)\nCustomer: Lakeshore Dental Group, AP contact: Denise Kowalski\n\nInvoice INV-20877, dated Sept 29, terms Net 30 (due Oct 29)\nAmount: $8,640.00\n\nPayments received:\n- Oct 27: $6,300.00 (ACH)\n\nToday: Nov 6 (day 38 since invoice date)\n\nContract terms: late fee of 1.5% per month on unpaid balances, starting after day 45 from the invoice date.\n\nDenise's last email (Oct 27): \"Paid what was approved this cycle. Remainder should go out next cycle, let me know if you need anything.\"\n\nPayment options:\n- ACH to account ending 4410 (routing on the invoice)\n- Card payments by phone: 555-0123 (3% card fee)\n- Checks are no longer accepted as of Oct 1.\n\nInternal: Our controller said \"be firm but this is a good customer.\" Don't threaten collections.\nLunch order for Friday due by noon.","rules":[{"type":"maxWords","max":90},{"type":"plainText"}],"mistakes":[{"title":"Trusting the AI to count words","why":"AI is bad at counting. Ask for \"under 90 words\" and it often lands well over.","fix":"Cap each part instead: \"5 sentences, each under 16 words.\"","checks":["maxWords"]},{"title":"Opening with pleasantries","why":"The AI starts with \"I hope this finds you well\" and the balance shows up later.","fix":"Add: \"First sentence: the remaining balance and invoice number.\"","checks":["r0"]},{"title":"Not showing the math","why":"The AI states a balance without how it got there, inviting a back-and-forth.","fix":"Add: \"Show it in one line: $8,640.00 - $6,300.00 = $2,340.00.\"","checks":["r1"]},{"title":"Threatening a fee too early","why":"The contract mentions a late fee, so the AI says one applies even though it's only day 38.","fix":"Add: \"No late fee yet; it starts after day 45.\"","checks":["r2"]},{"title":"Ignoring where it will be pasted","why":"AI loves bold and headings, which show up as stray ** and # symbols in the email.","fix":"Name the place and the format: \"For the email. Plain text, no bold or headings.\"","checks":["plainText"]}],"promptHints":[{"label":"Puts the balance first","patterns":["first sentence","lead with","open with","remaining balance"]},{"label":"Shows the math","patterns":["math","subtract","8,?640","show (the|how)"]},{"label":"Handles the late fee correctly","patterns":["late fee","day 45","not yet","no fee"]},{"label":"Gives payment options","patterns":["ach","card","how to pay","payment (options|methods)"]},{"label":"Sets a word limit","patterns":["\\d+\\s*words","word (limit|count)"]}],"hint":"A collections email works when the number is clear and the facts are exact. Tell the AI what goes first, to show the math, and what the contract actually allows today.","rubricLabels":["The first sentence states the remaining balance of $2,340.00 and invoice number INV-20877","Shows the math on one line ($8,640.00 - $6,300.00 = $2,340.00 or equivalent) and says payment can be made by ACH (account ending 4410) or card by phone, without offering checks","Does not say a late fee applies now or has been charged (it can mention the fee starts after day 45 / Nov 13) and makes no collections threat"]}