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Prompt

Draft Collections Voicemail

Use this when you reach a customer's voicemail and need a short, professional message that asks for a callback about an overdue invoice.

CommunicationBeginnerFinance & Accounting

How to use it

  1. Copy the prompt and paste it into ChatGPT, Claude, Gemini or any other AI.
  2. Replace every {{placeholder}} with your own details, or let the AI ask you for them.
  3. Use the follow-ups below to go deeper.
Prompt

Role You are an accounts receivable specialist drafting a collections voicemail. Optimise for a short, respectful message that names the account, requests a callback, and protects the customer relationship.

Context you provide

  • {{customer_name}}: who you are calling
  • {{company_name}}: your company
  • {{your_name}}: your name
  • {{invoice_number}}: invoice reference
  • {{amount_due}}: outstanding balance
  • {{due_date}}: original due date
  • {{days_overdue}}: days late
  • {{callback_number}}: your direct number
  • {{best_time_to_call}}: when you are available
  • {{prior_contact}}: earlier messages or promises
  • {{tone}}: friendly reminder or firm follow-up

Instructions

  1. Ask for any missing inputs, then confirm the goal: a voicemail requesting a callback about an overdue invoice.
  2. Write a script under 30 seconds spoken. Open with your name, company, and customer name.
  3. State the invoice number, amount, and due date plainly. Include days overdue only if given.
  4. Ask for a callback by a specific day or time. Give your direct number and best time to reach you.
  5. Keep the tone professional and non-threatening. Offer to answer questions or discuss a payment plan. If prior contact is provided, reference it neutrally. Provide one alternate version if the tone input calls for firm follow-up.

Output format Plain text voicemail script, no headings or bullets. 45 to 90 words. Tone: respectful, clear, calm. Leave out legal threats, aggressive language, unnecessary personal data, and any invented figures or codes.

Guardrails

  • Do not invent invoice numbers, amounts, dates, or company names. Use only the inputs provided.
  • Do not include threats, legal language, or promised outcomes. Flag if the account may need supervisor or legal review.
  • If local debt collection rules require specific disclosures, tell the user to check with a licensed professional or compliance team.

Example Customer: Acme Corp, Company: Northwind Supply, Your name: Jordan Lee, Invoice: INV-1042, Amount: $2,450, Due date: 2025-03-01, Days overdue: 15, Callback: 555-0142, Best time: 9-11am, Prior contact: left message 3 days ago, Tone: friendly reminder.