Collecting commission invoice and W9 from the agents

When a property is leased, agents are responsible for sending their commission invoice and W-9 forms. Additionally, a compensation agreement between brokers is completed and signed by both parties for payment purposes. The lease commission is paid 30 days after the lease commencement date. If the lease commencement date is Dec 15 then the commission check will be cut between Jan 15-20th.

Occasionally, agents may forget or overlook submitting the invoice and W-9 form. In such cases, we follow up with them to request the required documents.

Email template for the agent

Use the below email template for the agent to submit the invoice and W9 form.

Subject: Commission Invoice and W-9 Form Submission

Hello [Agent's Name],

I’m reaching out regarding the commission invoice and W-9 form for the recently leased property at [Property Address]. We have not yet received these documents from you.

Could you kindly submit the invoice and W-9 form at your earliest convenience to ensure prompt processing of the payment? If you need any assistance or have questions, feel free to let me know.

Thank you for your attention to this matter, and I look forward to receiving the documents soon.

Note: The lease commission is paid 30 days after the lease commencement date.

Best regards,

Wait for the next business day, or else send a follow-up email to the agent to submit the documents.

Follow-up email

Subject: Reminder: Commission Invoice and W-9 Form

Hi [Agent's Name],

I’m following up on the commission invoice and W-9 form for [Property Address]. We haven’t received them yet and would appreciate it if you could send them over as soon as possible.

Thanks for your attention to this!

Keep following up with the agent until they submit the documents. When we receive the documents. Check the commission amount on the invoice and then email them to Alysia at alysia@treatyoakproperties.com

Other Follow-up emails

To maintain effective follow-up, you can send a series of reminder emails that gradually increase in urgency while remaining polite. Here’s a suggested sequence

First Reminder (Gentle) Subject: Reminder: Commission Invoice and W-9 Form Submission

Hi [Agent's Name],

I hope you're doing well. I wanted to follow up on the commission invoice and W-9 form for [Property Address], which we have not yet received. Could you please send them over at your earliest convenience?

Thank you in advance!

Second Reminder (Polite) Subject: Second Reminder: Commission Invoice and W-9 Form

Hi [Agent's Name],

Just checking in again regarding the commission invoice and W-9 form for [Property Address]. We still haven’t received the documents, and I’d appreciate it if you could submit them as soon as possible.

Please let me know if there’s anything I can do to assist.

Third Reminder (Urgent) Subject: Urgent: Commission Invoice and W-9 Form Needed

Hi [Agent's Name],

I wanted to send a final reminder that the commission invoice and W-9 form for [Property Address] are still pending. Please submit them by [insert specific deadline] so we can process your payment without further delay.

If there’s any issue or reason for the delay, please let me know right away.