A 90-day operating plan to reduce rent arrears

Arrears usually begin before the due date: incomplete contact details, unclear ownership, or a lease that reaches the collection team too late. Start with a reliable view of every contract, amount due, responsible teammate, and preferred communication channel—not a generic reminder blast.

During days 1–30, segment arrears by age, value, and likelihood of recovery, then turn the segments into a daily work queue. Separate a forgotten payment from a documented dispute or a case requiring escalation. This keeps easy cases moving without allowing high-risk balances to age silently.

During days 31–60, establish a consistent cadence: a pre-due reminder, due-date confirmation, post-due follow-up, and policy-based escalation. Record the outcome and next action instead of vague notes such as “contacted.” A useful record says who responded, what was agreed, and who owns the next step.

During days 61–90, review three measures each week: arrears value by ageing band, promises kept, and cases with no next action. Discuss exceptions as well as averages. The goal is not more calls; it is fewer balances crossing into a riskier ageing band and faster, better-informed decisions.

At day 90, turn what worked into the standard operating rhythm: one owner per case, respectful message templates, a shared history, and a weekly review. Software can connect contracts, payments, and conversations, but clear policy and daily discipline create the result.