Debtor tracing

An address problem can stall a recovery matter

Returned letters and disconnected telephone numbers can leave an unpaid account at a standstill. Before deciding what to do next, you need confidence that you are dealing with the correct person or legal entity. PDC's debtor tracing service focuses on finding and checking relevant location information for a legitimate debt-related purpose.

The work can support a business managing an overdue account, a private client owed money or a solicitor preparing the next stage of a matter. Tracing establishes information. It does not decide whether a debt is legally enforceable, recover the money or confirm that the debtor can afford to pay.

Distinguish the debtor from the trading name

A business may use a trading name that differs from its registered company name. The individual you spoke to may not be the party named in the contract. Getting these details right at the beginning prevents time being spent on the wrong subject.

• Check who is named on the contract, invoice or order.
• Record the company number where a limited company is involved.
• Keep the last known address and the date of the most recent reliable contact.
• Explain any links between individuals, companies or trading names without assuming they are interchangeable.

What to share and what happens next

Begin with a brief account of the debt, the relevant parties, the information you already hold and the searches you have attempted. Tell us about any court timetable or intended service of documents. Relevant invoices, correspondence and returned mail can help establish the starting position; a large unfiltered bundle usually makes that harder.

We assess the available leads, agree what constitutes a useful result and set the scope of the enquiry. Location information should be checked for relevance and currency rather than passed on simply because a name appears in a database. If the initial details are too weak, we explain what further information may help.

Decide whether further action is worthwhile

A successful trace may allow your solicitor or accounts team to progress the matter. An asset enquiry may be a separate consideration when the next question is financial rather than geographical. Keeping those two questions distinct helps you commission only the work needed.

If you are uncertain about the underlying debt or the procedure for pursuing it, take legal advice. PDC can provide factual investigative support and explain the limits of the tracing result, while your adviser assesses the appropriate recovery route.

Questions you may have