A fresh term – but don’t leave old debts behind

The beginning of a new academic year brings fresh priorities, new pupils and a busy workload for school finance teams. However, unpaid fees carried forward from the previous term should not be allowed to slip down the list.

September is an ideal time to review outstanding accounts and decide which cases can still be resolved internally—and which now require further action.

Why early action matters

The longer a debt remains unpaid, the more difficult it can become to recover. Parents may stop responding, circumstances can change and another term’s fees may be added to an already significant balance.

Acting promptly gives families clarity, protects the school’s cash flow and demonstrates that agreed payment dates and arrangements must be taken seriously.

A September credit-control checklist

Schools should consider taking the following steps at the beginning of the new term:

• Review all unpaid balances remaining from the previous academic year.

• Check whether agreed payment arrangements are being maintained.

• Contact families immediately following a missed payment.

• Record all emails, telephone calls and promises to pay.

• Establish clear deadlines for payment or a meaningful proposal.

• Identify accounts where repeated reminders are no longer producing results.

• Decide which cases should be referred for professional recovery.

When should an account be escalated?

Further internal reminders may simply delay recovery where a parent:

• has stopped responding;

• has repeatedly broken payment arrangements;

• disputes the balance without providing supporting information;

• continually promises payment without following through; or

• has failed to make a realistic proposal.

At this stage, referral to a specialist can provide the necessary change in approach while removing the administrative burden from the school’s finance team.

Specialist support for independent schools

Westbury Collections works with more than 300 independent schools across the UK and understands the importance of handling school-fee debts firmly, professionally and sensitively.

Our team manages the administration and communication while the school retains control over important decisions. This allows finance teams to concentrate on their day-to-day responsibilities without allowing outstanding accounts to drift.

Our service is provided on a No Collection, No Commission basis. Commission is charged at 15% of sums recovered, subject to a minimum debt value of £2,500 and a minimum commission of £375.

As an ISBA Platinum Supplier, we understand the particular financial, operational and reputational considerations involved in recovering unpaid school fees.

If your school has outstanding accounts that are no longer progressing internally, contact Leanne Merrett to discuss further. Book A Call