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- Requesting Financial Information from Customers
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- A Letter of Introduction
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Requesting Financial Information from Customers
The older the customer financial statements you have on file, the less reliable they are as an indicator or predictor of credit risk. The goal of the credit department is to keep credit files - including customers' financial statements - current. Requesting updated customer financials statements can occasionially become a sensitive issue. Credit professionals do not want to offend customers by requesting this information, but if a privately held customer does not share its financial data with a credit bureau, it may be necessary to periodically ask the customer for updated financial information.
Some creditors give the debtor a lengthy explanation of their need for financial data. Other creditors simply assume the debtor does not need a detailed explanation. Most requests for financial statements are brief. Requests for financial data should seem as "routine" as possible. Here is an example:
"We periodically review the credit files on all of our active customers. I note that the financial statements we have on file for your company are more than two years old. Please send me your current financial statements including a Balance Sheet and Income Statement."
At some point, the credit department must draw a line beyond which open account credit terms will not be offered to certain customers without updated financial statements. Where that line is established depends on a number of variables. One of the most important of these variables is the creditor company's sensitivity (or lack of sensitivity) to credit risk. The credit manager has the difficult (and thankless) task of trying to figure out how much credit can safely be extended in the absence of current financial data. The better you are at striking a balance between demanding financial updates from customers and managing credit risk the more successful you will be as a credit manager.
Here are some ways to improve your chances of obtaining updated statements:
- Make your request sound strictly routine,
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If the customer is concerned about confidentiality, address this issue directly,
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If the customer believes confidentiality remains a problem, offer to sign a non disclosure agreement,
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If the debtor will not send you a copy of their financial records, ask if you can review them at their place of business,
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Explain the need for financial information in this way: You are looking for a reason to extend the customer the amount of credit they need, not for an excuse to reject the request / application.
© 2011. Michael C. Dennis. All Rights Reserved. Michael is the author of "Credit and Collection Handbook."