FIELD NOTES / FOLLOW UP

Before you chase an unpaid game fee.

A clear record makes a better payment question. First confirm the assignment, the payment terms, and the deposits you already received.

Outstanding does not always mean overdue.

A balance is the difference between an agreed fee and the payments allocated to it. Whether it is overdue depends on the arrangement with the payer. Check the agreed schedule before sending a reminder.

Check your own records first.

1. Confirm the game reference, date, and agreed fee against your assignment record.
2. Check whether a recent batch deposit includes the game.
3. Look for payments under a different payer or reference.
4. Check whether an invoice or other routine administrative step is required under your arrangement.
5. Keep a copy of the original fee confirmation and any payment breakdown.

Ask a specific, neutral question.

Use this as a starting point and replace the bracketed details. Send it only after confirming the facts.

Hi [name],

I’m reconciling my officiating records and have [game reference] on [date] listed at [agreed fee]. I’ve matched [amount received] to that assignment, leaving [balance] outstanding in my records.

Could you confirm whether this was included in a recent payment, or the expected payment date? I’m happy to correct my records if I’ve missed a reference.

Thank you,
[your name]

Record the response.

Keep the reply with the game reference and update the ledger when the payment arrives. Follow the organization’s normal process for unresolved questions. Avoid repeated automated reminders that ignore an existing response.