Lost in the Mail or Stolen?

[MBM]

Greets, Mike.

To give the prospect the benefit of the doubt, this is a holiday weekend. She may be out of town and not able to access voice mail or email. Just supposing. I prefer to give 'em the benefit of the doubt at first. Sometimes people forget.

With that said, what does your contract say about deadlines for retainer fee and contract return? Was the prospect informed of your requirements? Reason I ask, if she was, there's no reason why you should hold the date beyond the specified timeframe.

A failure on the part of the US Mail (if this is indeed the case) is not your problem. If the prospect does not respond to your contact attempts and you do not have your retainer or booking fee within the specified timeframe, you should be under no further obligation to this prospect.

Thoughts?

I have been trying to contact the client for weeks, with no response, email or phone calls. My contract has the line.

To reserve the date, the signed contract and retainer must be received by. ________ (The date is long past at this point). But the client told me she had mailed it in plenty of time, so I ask her to mail another copy without a retainer until we could figure out the retainer on the first one.

I've opened the date back up, but if they do still want me I want to give them every chance, but

 

[ahoustondj]

I have been trying to contact the client for weeks, with no response, email or phone calls. My contract has the line.

To reserve the date, the signed contract and retainer must be received by. ________ (The date is long past at this point). But the client told me she had mailed it in plenty of time, so I ask her to mail another copy without a retainer until we could figure out the retainer on the first one.

I've opened the date back up, but if they do still want me I want to give them every chance, but

Mike, a date can be reserved by phone or by e-mail. If money is being sent to you it should be to Book/Secure/Confirm the reservation date. Check with your attorney for proper wording.
At the time of reservation (E-mail or phone call) thats when you state you will send out your contract with the terms. Booked date and time and compensation(Pay by due date). Unless that happened, the reservation becomes null & void.
Maybe it has changed but it was like making an Airline Flight Reservation, until the airline/travel agent gets your money, there is no ticket, reservation or not. You don't pay by that time stated, you don't fly.

 

[Cap Capello]

Mike : So far, your approach has been very accommodating. No one likes to feel as though they are being manipulated or that a perspective client is being dishonest.

In this case, use a bit more restraint and caution in your language just in case, but be firm. This is the time of year people take vacations and actually get away from mailboxes, computers, and answering machines.

In all three (voice mail, email, and US mail) one might consider an apologetic statement of fact, to wit, "The contract and the contract signing payment have not been received on the date required, and as we have not been able to make contact to arrange alternative possibilities to the alleged mail service error, our business policy is to assume a change of decision, therefore the exclusivity hold on your date and time has been released. The date and time are now open on a first come first contracted basis.

If there are any additional issues or problems, contact me immediately."

Again, apologetically but firm until the facts come to light would seem to make the most sense.

 

[ahoustondj]

What is the outcome?

Well did you get your money and is the gig still on for the reserved date?

 

[MBM]

Well did you get your money and is the gig still on for the reserved date?

Still no response from the client. I called the venue a couple of days ago, and the manager told me basically the same story as mine. She had just gotten an email from the client, and the client told her she would be bringing the deposit for the venue to her this week. The manager of the venue also made the statement about class reunions always have trouble getting the money in early. I do understand that problem, but a reply to an email just to confirm things is FREE. Next week I will print out another copy of the contract and mail it certified with a letter saying I need the contract signed and returned by July 21st, to hold the date for them. I haven't decided open the retainer amount yet.

 

[DjDennis]

Have you ever had a payment lost in the mail, or stolen maybe from your mailbox?

I always try to get clients to pay using a credit card or in person, but sometimes payments will be mailed.

I have a client that tells me she sent the signed contract and a retainer back to me but I have never seen it. I've ask her to see if the check has been cashed yet, so far no word back. The gig is a class reunion and their website is showing me as the DJ so I know they do want to hire me.
Although she hasn't been returning emails or calls for the last week.

My question is if the payment is stolen in the mail somewhere, maybe even out of your mailbox what do you do? The check is written out to my company account name, but you can never tell what these check cashing business will do these days. So what do you do, it's not the clients fault, it not my fault.

sorry thats why I always use a POST OFFICE BOX
then no one can say it was stolen from the house....

have a nice day

 

[DJ JohnThe1]

You guys get mail Down Under?

 

[ahoustondj]

sorry thats why I always use a POST OFFICE BOX
then no one can say it was stolen from the house....

have a nice day

I have a P.O. Box too and you know what? I get other P.O. Box holder's checks and mail in my Box and vice versa. I think the postal people do it on purpose so that they have an additional task to do.

 

[DjDennis]

You guys get mail Down Under?

No, we throw boomerangs and beat on drums accross the hills.......




wow in the 20x so years I have had mine not once has been put in anothers box !

I have had mail from others that use to have it, but I send it back saying: "not know at this address"

but hey each to thier own