Debt Recovery

Are you a large or even a mid-sized company, college, hospital, or government entity? In that case, you should always ask all collection agencies seeking your business to fill out Request-For-Proposal (RFP) document provided by you. 

Benefits of asking to fill out your RFP

• It helps select a collection agency that takes your client’s data seriously and commits to keeping it secure.
• Follows all federal and local laws when working on your accounts.
• It gives you a clear picture of whether they utilize other entities with whom your data will be shared during the collection process.
• It protects you from any legal issues that may arise in the future.
• Other benefits include competitive pricing, quality assessment, defining your needs and objectives, legal compliance, and risk assessment.

Here are essential points to include in your RFP questionnaire.

1. Is their collection agency nationally licensed or not? (If not, which all states are you licensed in?)
2. What services do they offer? Check all those which apply (Collection Letters, Collection Calls, and Legal).
3. What are the fees for each of the above services and payment methods?
4. Ask if they have the resources to handle the volume of data you would be submitting.
5. How long have they been in business?
6. Do they have a secure portal for submitting accounts?
7. List all security certifications they have (Like SSAE / SOC / HIPAA etc.?)
8. Are they GLBA compliant? (Important),
9. Provide a workflow/chart of their collection process and if there are any other entities with whom your data will be shared.
10. Can the accounts be uploaded in a batch using an Excel spreadsheet?
11. Can they provide references (or names) of clients similar to our company? What is your average collection rate for our industry?
12. Are their debt collectors regularly trained for debt collection laws like FDCPA/TCPA/HIPAA/State Legislation?
13. What if the remittance frequency (for the amount collected by the collection agency)?
14. Do they provide monthly collection status reports for all accounts?
15. Which subcontractors/vendors are involved in performing your services? Do they also handle the debtor data securely as well?
16. Are your company operations located overseas, or are you a 100% USA-based company?
17. In case of a debtor dispute or litigation, what is your procedure? Do you have liability insurance against such disputes? Attach the proof. 
18. In case of service issues, who will be our point of contact from the senior management?
19. In case of disagreement, can we withdraw all our accounts from you? Are there any exceptions?
20. Do you offer both B2B and B2C collections?

 

By law, all debt collectors are required to provide at least 30 days to the debtor/consumer to dispute the debt, after the consumer receives (or is assumed to receive) the validation information. Most collection agencies will add about additional 2 weeks to account for mailing delays and holidays.

This format is located here:
CFPB Debt Collection Validation Notice R19  ( as of Nov 2021)
https://files.consumerfinance.gov/f/documents/cfpb_model-validation-notice_2020-12.pdf

These are the standard options available to dispute the debt:

Check all that apply: I want to dispute the debt because I think: * This is not my debt. * The amount is wrong. * Other (please describe on reverse or attach additional information). * I want you to send me the name and address of the original creditor.

Collection agencies not following this exact format risk safe harbor and may possibly get sued by attorneys.

They may additionally add page 2, which essentially says:

This notice is to inform you the consumer that this debt was assigned to ABC collection agency and they will not take any action from XX days from the date of this letter. 

( XX days can vary depending on the policy of the collection agency – Say 45 days or 60 days)

 

 

Inflation translates to higher accounts receivable and unpaid bills. Wage growth does not keep up with rising prices for most consumers.

Whenever there is a spike in inflation, interest rates rise. This translates to higher delinquencies for credit card bills and more people unable to pay their mortgages. Consumers divert their finances towards more necessary expenses like food and rent over other bills obligated to pay but feel they can be deferred.

Doctors suddenly see more patients defaulting on their payment plans. More people are unable to pay their car installments. A higher number of people are filing for bankruptcy. The list goes on.

Nearly 50% more people face financial problems whenever there is a significant rise in inflation. They are now paying more for food, fuel, and almost all essential things people need daily.

It is vital to recover your share before your debtor’s financial condition deteriorates further to improve your chances of getting paid during inflation. So whenever your AR is over 60-90 days past due, hire experts – Hire a collection agency.

Effect of Inflation on Unpaid Bills

1. Eroding Real Value: If there is inflation, the real value of the money owed decreases over time. This means that when a debtor pays back a bill after a period of inflation, the creditor receives money that has less purchasing power than it did at the time the debt was incurred.
2. Interest Rates: Inflation often leads to higher interest rates. If the unpaid bills carry a variable interest rate, the amount owed might increase faster due to inflation, making the debt more expensive to repay.
3. Cost of Living: For individuals, inflation increases the cost of living, as the prices for goods and services rise. This might make it more difficult for people to pay off their bills, as a larger portion of their income might be required for everyday expenses.
4. Business Costs: For businesses, inflation can increase the cost of materials, labor, and other expenses. If a business has unpaid bills, the rising costs might make it more difficult to allocate funds for paying off these debts.
5. Credit Score Impact: If individuals or businesses cannot keep up with their bills due to inflation eroding their real income or increasing their expenses, this can lead to late payments or defaults, negatively affecting their credit scores.
6. Debt Reassessment: In a high-inflation environment, creditors might be more cautious about extending credit, and may reassess the creditworthiness of their debtors. This can lead to reduced credit limits or tighter lending standards, which can affect the ability to pay bills.
7. Payment Prioritization: When prices rise rapidly, individuals and businesses might prioritize which bills to pay and may postpone or neglect payments that are not considered critical.

Many businesses hesitate to hire a collection agency, thinking their debtor/patient will pay their bill sooner or later.

Fact: The more you wait, the chances of getting paid drop by almost 10% each month.

Indications that it’s time to seek help when you observe these situations or statements.

• Your customer disregards the agreement they signed with you.
• Broken promises – “The check is in the mail,” but it never arrives.
• Unable to reach by phone with typical responses (voicemail, in a meeting, consistent non-answered calls).
• Their phone number has been disconnected or has changed to unlisted, or they have blocked your number.
• Missed payments, payments becoming smaller or less frequent.
• They start to dispute the balance or the quality of service provided.
• The debtor says, “You will get paid when I get paid”.
• Admission of inability to pay.
• A bounced check or no response.

Most non-paying debtors/patients have no money … or you are simply not their priority to pay ( A professional collection agency can prioritize your invoice).

By law, all debt collection calls initiated by a collection agency must be recorded and preserved for three years after the call date. The primary objective is to check if there was a violation of debt collection laws (FDCPA laws), and those recordings can be reviewed if needed. 

Say you are a collection agency, and your client (the original creditor) contacts you to say that they have received a complaint from the debtor saying that your debt collector was rude over the phone or felt threatened. Such complaints from debtors can get your client to worry about their reputation. The client may demand that they want to hear the recording of that collection call. The question arises: Is it okay to share that call recording with your client? 

In short: In our opinion, a collection agency should avoid sharing debt collection call recordings with their clients for the following reasons.

• This can sometimes become a regular habit for some clients.
• Sharing collection calls with clients may result in privacy/compliance issues. Please explain this to your client, and they will get it. Assure them that you will personally hear that call recording along with your compliance officer and check if indeed there was any violation. Once you hear that recording, you can transcribe it to your client. 
• You can also update your client on the collection activity made by your agency so far. This includes if the debtor was skip traced and how often you attempted to reach the debtor.
• If your client insists they want to see collector notes on the online portal to understand how much collection activity is happening in each of their accounts, that is tricky too. Sharing collection notes is usually useless because most debt collectors use short-hand and ambiguous words, which are nearly impossible to understand for average users. These notes can easily be misinterpreted. Convey them that your debt collectors do not get paid unless they collect money on client accounts, so clients should be assured that your collectors are attempting to recover the debt in the best possible manner.

Sharing your internal collection recordings or notes can cause inconvenience to you and raise other unforeseen complications.

However, if your client occasionally wants to know the status of a particular debt, do honor their request. Check with your collections team, and transcribe it for them. 

It is fair to assume that 99% of the time, a debtor feels pressured due to the firm nature of collection calls, and there may not be any violation or threats involved, as claimed by your debtor.

But corrective steps should be taken if there is a mistake on the debt collector’s behalf. Tell your client about the incident, and convey to them that appropriate steps have been implemented so that such an incident does not happen again.

In the world of debt recovery, the calendar is just as important as the contract. While “the sooner, the better” is the golden rule, there are specific windows throughout the year where liquidity peaks and debtor psychology shifts in your favor.

If you time your submissions correctly, you can see a recovery spike of 20% to 30% without increasing your workload. Here is how to navigate the 2026 collection calendar for maximum results.

1. The “Golden Window”: Tax Refund Season (December – March)

For B2C collections (medical, dental, retail), this is the “Black Friday” of debt recovery.

• The Math: Statistics show that roughly 35% of consumers plan to use their tax refunds specifically to pay down debt.

• The Strategy: Do not wait until April. Submit your accounts in mid-January. This allows your collection agency to perform “skip-tracing” and send initial notices so that you are the first creditor in line when the refund hits their bank account in February.

2. The Q4 “Budget Flush” (October – December)

This is the critical window for B2B (Business-to-Business) collections.

• The Logic: Businesses are eager to clean up their balance sheets before the fiscal year ends. Managers often have “leftover” budget that must be spent or allocated, and they prefer to enter the new year without outstanding payables hanging over their reputation.

• The Numbers: Submitting by October 15th gives an agency 60 days to resolve disputes before the December 31st deadline, which is often a hard cutoff for corporate accounting.

3. The “Resolution” Window (January & February)

The start of the year brings a psychological shift. Debtors often start the year with financial “New Year’s Resolutions.”

• The Opportunity: While cash may be tight immediately after the holidays, engagement levels are high. This is the best time to establish long-term payment arrangements that stick, as debtors are in a “fix-my-credit” mindset.

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4. The Science of “Aging” vs. “Seasonality”

While seasonal windows are powerful, they cannot beat the 60-90 Day Rule. The value of a debt drops significantly every month it sits on your books.

Debt Age	Estimated Recovery Value	Status
30 Days	87% of Original Value	High Priority
90 Days	33% of Original Value	Critical Transition
180 Days	< 15% of Original Value	Write-off Risk

The Bottom Line: If an account is already 90 days past due in August, do not wait for “Tax Season” in February. The 67% loss in value from aging will far outweigh any seasonal boost you might get by waiting.

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Summary Checklist

• January: Submit backlogs to catch Tax Refund season.

• May: Review “lull” accounts before summer vacations start.

• September/October: Final push for B2B year-end settlements.

• Always: Automate the hand-off at the 60-90 day mark regardless of the month.

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