Debt Recovery Handover Checklist
Hand a debt to a recovery partner cleanly by packaging the full file, confirming the figures and briefing them so they can act from day one.
What this checklist covers
- Decide the right moment to hand over
- Package a complete debt file
- Confirm the figures and contact details
- Brief the recovery partner clearly
- Set up clean two-way communication
5 min
Before you start
Handing a debt over works best when your own steps are genuinely exhausted and the file is in order. Confirm you are at that point.
- Check reminders, a demand and ideally a final notice have all been tried.
- Confirm no live dispute remains that you should resolve first.
- Make sure the debt figure is exact and up to date.
- Verify the debtor's current contact and entity details.
Older debts are harder to collect, so handing over sooner generally beats clinging on while the trail goes cold. A free debt appraisal can confirm the debt is worth pursuing.
Package the file
Give the recovery partner everything they need to act immediately, with no back-and-forth for missing documents.
- The contract, agreed terms or accepted quote.
- The invoice and proof of delivery.
- Every reminder, demand and notice, with dates.
- A log of calls, promises and any part-payments.
- The exact current balance, including any agreed interest.
- Full, current debtor contact and entity details.
A complete package lets the partner start chasing on day one instead of chasing you for paperwork.
Brief and stay in the loop
A short, honest briefing helps the partner pitch their approach correctly from the outset.
- Summarise the relationship and any history that matters.
- Flag anything sensitive — a long-standing customer, a part-dispute, hardship raised.
- Agree how and how often you will be updated on progress.
- Confirm you will route any direct customer contact about the debt back to the partner.
Once handed over, let the specialists run the chase rather than chasing in parallel and muddying the waters.
Common mistakes
Hand-overs stumble when the file is incomplete or the handoff is muddled. Avoid these.
- Handing over a thin file, so the partner spends days reconstructing it.
- Passing on an inaccurate or out-of-date balance.
- Continuing to chase the debtor yourself in parallel, confusing the customer.
- Failing to flag a genuine dispute or hardship, which the partner needs to know.
- Waiting until the debt is very old, when recovery odds have already dropped.
A complete file, an accurate balance and a clean handoff give the partner the best shot at collecting.
Key takeaways
- Hand over once your own steps are exhausted and the file is complete.
- Package the full evidence trail and an exact current balance.
- Brief the partner on the relationship and anything sensitive.
- Route further customer contact back to the partner once handed over.
Frequently asked questions
When is the right time to hand a debt to a recovery partner?
Once reminders, a demand and a final notice have failed, or whenever you are getting silence with no progress. Because recovery rates fall as debts age, handing over sooner usually beats holding on while the trail goes cold.
How much does a recovery partner cost?
Many work on commission, meaning they only earn when you recover, so there is typically no upfront cost. That model makes handing a stuck debt over a low-downside option compared with continuing to chase it yourself.
Should I keep chasing while the partner works?
No. Once handed over, let the partner run the chase to avoid confusing the customer with mixed messages. Route any direct contact about the debt back to them, and keep to the update rhythm you agreed.
Work the checklist, then get paid
Use the free Invoice Generator, then let Merion recover anything that goes unpaid — commission-only.