Late-paying tenants: reminders and blocking access
5 min read · updated
With dozens of units a missed payment sooner or later happens. The difference between a business that loses money and one that chases it by hand is whether the process is settled beforehand and runs by itself.
The best reminder is the one you never have to send
You avoid most late payments through the way the tenant pays. A card payment with automatic renewal is charged by itself and the tenant does not need to remember. With bank transfer, an invoice sent in advance, a clear payment reference and a QR code help, so the tenant has nothing to type.
A timeline for reminders
The process should be predictable for you and the tenant. An example to build on:
- 7 days before the end of the paid period: the invoice for the next period.
- The day before the due date: a short reminder with a link to pay.
- The day after the due date: a notice that the payment has not arrived.
- After a week: a second, firmer request.
- After two weeks: a decision on blocking access and a notice to the tenant.
Blocking access
Blocking access is the most effective but also the most delicate step. The conditions must be in the rental contract and terms, the tenant must know them beforehand and receive a notice of when it will happen and what to do to get access restored. The legal details depend on the contract and the law that applies, so have them checked by a lawyer.
The tenant paid, access must be restored
The worst case is a tenant who has paid and whose access stays blocked. Decide who restores access after payment and how the tenant learns it is done. The faster, the fewer disputes.
Documentation
In any dispute it helps to know when you sent the tenant what, when they paid, and when access was blocked and restored. It is hard to keep by hand, so it is good when the system records it itself.
How BOXLY handles it
BOXLY sends the invoice in advance, a reminder the day before the due date and overdue notices afterwards. Card payers are charged automatically; when a charge fails BOXLY retries and informs the tenant. After the period you set it creates a task for you to block access, which you confirm. After payment it reminds you to restore access. The tenant's data is never deleted.
Frequently asked questions
How many days after the due date should I block access?
That is your decision and it should be in the rental contract and terms. About two weeks after the due date is common, but choose a period you can explain clearly to your tenants.
May I sell a tenant's belongings or clear the unit?
That is a legal question and the answer depends on the contract and applicable law. Act only after consulting a lawyer, never from a template found on the internet.
Does BOXLY send reminders automatically?
Yes. Invoices, reminders before the due date and overdue notices go out by themselves. You can adjust the wording of the e-mails. You confirm the blocking of access.
Try BOXLY in your own business
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