payment reminder application letter

How to Professionally Ask for Payment + Free Templates

Why do we struggle writing payment request emails?

Asking for payment or money in any scenario can feel awkward – especially when its overdue.

In this article, we’ll take a look at how to effectively and professionally ask for payment on overdue invoices, best practices to follow when sending payment request emails, how to prevent overdue invoices, and example templates for you to implement today.

A peak inside:

(Feel free to jump ahead using the headers below)

Why you need to request payment from clients

Preventing late payments before your invoice is overdue.

6 tips to follow to remain professional and establish an efficient payment process

• Email Templates

Overdue payment reminder email #1 — A week before the payment deadline

Overdue payment reminder email #2 — The day of/ day after the payment due date.

Overdue payment reminder email #3 — A week late

Overdue payment reminder email #4 — Two weeks late

Overdue payment reminder email #5 — One month late

How to handle outstanding invoices (30-90 days late)

If you’re frustrated with having to request payments you be asking yourself something like

“Why should I even have to bother asking for payment? I provided a service/product they know they have to pay!”

While it can be frustrating there are many legitimate reasons a client may not have paid an invoice – not least of which because they forgot, or it slipped through the cracks.

That’s why its important to send a payment request email.

Perhaps you aren’t frustrated but you feel awkward about asking for payment?

Don’t!

If you provide a service or product clients are actually expecting you to ask for payment . You may even be helping bring to attention late payments that they’ve let slip unintentionally.

The unfortunate reality is most business don’t have an efficient and effective accounts payable and receivable processes.

DYK? 82% of business failures can be attributed to cash management issues .

Be sure to send out invoices as early as possible, include all the necessary payment information, and send reminder emails (more on that later).

When sending out an invoice make sure to include:

Specific amount due

The specific payment deadline (avoid potentially ambiguous wording like ‘the coming Friday’, or ‘in 1 month’, and provide the specific payment date.)

The payment terms . Be clear on if payment is do be received all at once, or over a set time period).

Add payment details , i.e. how can your client pay you. (Don’t assume they have this information even if you’ve sent it in the past in a separate document).

Payment instructions. It can be helpful to include a link with instructions on how pay. If a client can’t make a payment easily they may delay it.

Late payment fee (if applicable, this can encourage early payment, but may harm some relationships)

And of course the invoice itself! Sometimes not receiving payment is on us – everybody makes mistakes! Make sure the correct invoice is attached to save yourself future work and some potential embarrassment.

Professionally asking for payment for an overdue invoice

But where are our manners! A request for overdue payments will not only include the necessary information, but have the right tone and structure to be successful.

Here a 6 best practices to keep in mind when writing a payment request email.

Be Clear and Concise

Clearly state the amount owed, the due date, and any other relevant details. Make sure to include all the necessary information to avoid any confusion or misunderstandings.

Use Professional Language

Avoid using slang, abbreviations, or emojis that can be misinterpreted. Use a polite and professional tone, and thank the client for their business.

Follow Up Promptly

If a client is late on a payment, reach out to them as soon as possible to avoid any further delays. A gentle reminder can often be enough to prompt them to make the payment.

Provide Payment Options

Providing payment options can make it easier for clients to make their payments. Include all the available payment options, such as credit cards, PayPal, wire transfers, and checks. Make sure to provide clear instructions on how to make the payment and include any necessary account information.

Offer Payment Plans

Offering payment plans can be an excellent option for clients who are struggling to make the payment in full. You can offer a flexible payment plan that allows them to pay in installments over a set period. Make sure to set clear terms and conditions for the payment plan and communicate them clearly to the client.

Be Firm but Polite

Don’t assume they are neglecting payment intentionally. You want to make sure that the client understands the seriousness of the situation, while avoiding being aggressive or confrontational. Use a polite, but firm, tone to communicate your message effectively.

Payment request email templates

Below you’ll find 5 example emails to ask for payment professionally. Don’t be afraid to tailor the content and timing. You may also want to reference information from past replies, but don’t waste time over personalizing them.

Be sure to also attach any necessary documents or information needed.

And remember you know your clients and their preferences best.

Would your clients be annoyed or appreciative if you sent them a reminder day of? Would they find one week notice helpful, or would an earlier reminder be more beneficial?

Only you can answer questions like these, and if you can’t, don’t sweat it. But don’t be afraid to ask for payment. If you follow the guidelines we’ve discussed above you’ll set yourself up for success!

Payment request email #1 — A week before the payment deadline

Goal and key notes: A week out we want to encourage early, or on time payment, while being informative and friendly.

Subject: Upcoming Payment Reminder for Invoice [#1234]

Hi [Client Name],

I hope you are well. This is a friendly reminder that your invoice [Invoice Number] for $500 is due on [Due Date].

You can make the payment using any of the following methods: Credit Card: [Link to payment portal], PayPal: [Email address], Wire Transfer: [Bank account details], or Check: [Mailing address].

Please let me know if you have any questions or concerns,

[Your Name]

Payment request email #2 – Payment reminder email template for a day overdue or day of

Goal and key notes: While still being friendly we want to stress our call to action, and make it clear payment is now due.

Subject: Urgent Payment Reminder for Invoice [#1234]

I hope this email finds you well. Just a reminder that the payment for the invoice [Insert Invoice Number] is due today, [Insert Due Date]. Unfortunately, our records indicate that we have not received the payment from you yet.

In case you have already made the payment, kindly ignore this reminder.

You can make the payment to bank account listed on the invoice attached.

Payment request email #3 — A week late

Goal and key notes: If you haven’t heard from the client in a week you can send another reminder. As the invoice is now past due we should use a firmer tone. However, don’t assume the client is intentionally neglecting payment, and never make things personal.

Subject: Payment One Week Overdue | Invoice #1234

According to our records we have not received payment for Invoice #1234. As a reminder, the total amount due on the invoice is [Invoice Amount], and the payment was due on [Due Date].

If there are any issues with the invoice or payment that we can assist with, please let us know so we can work together to resolve them as soon as possible.

Thank you for your prompt attention to this matter. If you have any questions or concerns, please do not hesitate to contact us.

If you’ve already made the payment, please kindly ignore this email.

Payment request email #4 — Two weeks late

Goal and key notes: After two weeks we want to emphasize that payment is overdue, and be clear and direct. We also want to confirm that the client has received the email.

Subject: Payment Two Weeks Overdue Invoice #1234

I am writing to follow up on the payment of Invoice #1234

The total amount due on the invoice is [Invoice Amount], and the payment was due two weeks ago on [Due Date].

We would appreciate it if you could provide us with an update on the status of the payment within the next [number of days] days.

Please reply to this email to let me know you have received it.

Best regards,

Payment request email #5 — One month late

Goal and key notes: By this point we have sent the client multiple reminders and the invoice is now 1 month overdue. Remain professional, but use a clear and firm tone. You may also want to reference your payment terms, and any late payment fees applicable.

Subject: Payment 1 Month Overdue Invoice #1234

This another reminder for payment of Invoice #1234 totaling [Payment Amount] which is now 30 days past due.

Please be aware, that if payment is not received today, you’ll be charged a payment fee of [late fee %] as per the payment terms.

If you have any questions please reach out. Otherwise, please make the payment immediately.

Send further reminder emails at 60 and 90 days.

After 30 days the outstanding payment is considerably late and you shouldn’t be afraid to say so. Remain polite and professional. You want to preserve future business relationships with this client and others, but you may consider revocation of products or services, if possible, until payment is received.

After 90 days, it becomes increasingly unlikely that you’ll be able to collect overdue payments. You should plan as if you will not receive these payments.

You may also wish to pursue legal action at this point.

If this client orders regularly from you, you may wish to block any future orders until payment is received.

We hope you found these tips and templates helpful. If your interested in seeing how Helm can help improve your accounts payable and receivable process and planning you can learn more here .

Until next time!

More Resources

7 Ways To Improve Business Cash Flow

What’s the Difference Between a Cash Flow Statement and a Cash Flow Forecast

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4 Payment Reminder Templates to Copy/Paste

No one likes being paid late. Yet, many small business owners and freelancers shrink back at the thought of asking a client for the money they owe.

It's almost as though you're reduced to begging. If this is the mindset you have, then late-paying clients are going to walk all over you.

So to prevent yourself from becoming a doormat, you have to step up your game. One way to do so is to implement payment reminders into your business strategy.

You have your tools for completing projects, invoicing platforms like invoicely to send out payment requests, and now you need email templates for the late payers.

Let's take a look at how you can set up your payment reminders using the following copy and paste templates.

Payment Reminder Best Practices

Before we get into the templates, let's go over the best practices for sending payment reminders.

What to Include in Your Payment Reminders

When you send a client a payment reminder, it's critical that you include all pertinent details. If you're dealing with a business, then they likely have many emails coming in.

So you want your payment reminder to be clear about who it's from and why it's important to read. Make sure to include your company name/contact name in the subject line and at the beginning of the email, so they know who it's from and what it's regarding.

It's essential to include updated information about their order, account balance, and if applicable, their payment history.

This will clarify everything for the client and minimizes the chances of them contacting you to get details about their invoice. So the more you provide, the more likely they'll take care of the invoice without all the back and forth.

Also, to make payments easier, your payment reminder should outline which forms of payment you accept. Hopefully, you offer an online payment solution to make it faster to settle the invoice.

Your payment reminders should also include the due date of the invoice (whether it's upcoming or past due). It's good to send this 5 to 7 days in advance, so your customers have time to take care of the bill.

Then if you're using an online invoicing platform, you should include an attachment or link to where they can view the original invoice.

At the end of your email, it's essential to place your contact details. Or the contact details of the one who handles your invoicing.

This way, if they have any questions, they know who to reach out to.

Next, let's dive into 8 different templates you can copy and paste for your payment reminder emails.

1. Payment Reminder Before the Invoice Due Date

Now, as we mentioned, you want to send out payment reminders well before the invoice is due. This way, you give clients a heads up and a means to plan to settle it promptly.

Ideally, you want to send it about a week before the due date.

In this email, you want to politely remind the client that they have a pending invoice that's due soon. You can also verify that they're satisfied with their product or service and that everything's on track for payment.

Be sure your subject is clear about what's inside the email. Here's an example:

Subject: [Name of your company]: Invoice# [Invoice number]

Hi [First name of client],

How are things going?

I wanted to reach out to remind you of the [invoice balance] balance on your most recent invoice that's due [due date].

You can view the invoice here [invoice link].

Let us know if you have any questions or concerns and whether everything's on track for payment.

Warm regards,

[Your first name]

2. Payment Reminder 1-2 Days After Due Date

Maybe the client responded to your first email and assured you that everything was great and would pay the invoice on time.

Or maybe they didn't respond at all.

Either way, you should reach out to them soon after the payment becomes overdue. You can wait a day or two (or three) to allow a short grace period before you send a followup email.

You can follow a similar outline from the last template.

It can look something like this:

Subject: [Your company name]: Invoice# [invoice number]

Hi [ client's first name],

I hope things are going well for you.

We noticed your current invoice# [invoice number] in the amount of [balance owed] is overdue as of [day after due date].

It would be much appreciated if you could shoot me an email letting me know when to expect payment.

Kind regards

3. Payment Reminder for Invoices 14+ Days Overdue

If you've sent an early payment reminder and another a few days after the due date and you still haven't heard from your client, then it's time to send another followup.

This is where your method switches from passive to urgent.

The point of this email is to let the client know that their payment is required ASAP to prevent further actions (legal, collections, etc.) from taking place.

The idea is to get the message across that late payments aren't acceptable, and the balance must be paid urgently.

Here's a great example.

Subject: [Your company name] -- Overdue Payment -- Invoice# [invoice number]

Hi [client's first name]

This is our third attempt to collect a balance of [invoice balance] for invoice# [invoice number] that was due on [due date]. Your payment is now [number of days overdue] overdue.

We kindly request that you immediately satisfy the balance or contact us at [company phone number] to make a payment arrangement.

Here is the link to your invoice [include link].

If we don't hear from you within the next 48 hours, we will have no choice but to escalate this matter.

I look forward to your reply,

4. Thank You Email for Invoice Payment

If your client pays you right after the first email, then great! But whether your client paid on time or not -- you want to send them a thank you email.

This will help to build a good relationship with your customers (and give them a pat on the back for keeping their account in good standing).

But ultimately, it's to steer your clients towards being on-time payers.

So what should your thank you email look like?

Hi [client's first name],

I'm just reaching out today to let you know that we've received your payment for invoice# [invoice number]. I'd like to thank you personally and let you know that we greatly appreciate it!

We look forward to working with you again soon.

Creating a Strategy to Prevent Late Payments

As a business owner, it's critical to take measures that can help ensure your cash flow goes uninterrupted. You don't ever want to be at the mercy of your clients and their ability (or willingness) to pay you on time.

This is why we recommend putting together a strategy focused on prevention.

Here are some ideas for you.

Create & Sign Payment Terms

As a professional, you need to have contracts and agreements in place that outline the duties and expectations of your business and the client.

This agreement should detail when payments are due. For example, you can give clients 7, 10, 15, or 30 days to pay their invoice.

Anything longer is asking for a roster of late-paying customers.

Whatever you decide, make sure to spell out when the clock starts -- upon completion of the project/service or the date of the invoice.

Then it should list what forms of payment are accepted, when invoices are sent, and what happens if payments are paid late (or not at all).

And this leads us to our next point.

Consider Charging Interest or Fees for Late Payments

One way to deter clients from paying late is to tack on interest or late fees. If you decide to go this route, then it's best to let clients know this upfront.

Add this to your contract and payment terms and have them read and sign it.

Automate Your Payment Reminders

It's easy to forget to follow up with your clients after completing work for them. So if you're not on top of sending out your payment reminder emails, then you're going to have a harder time getting paid on time.

This is why we suggest automating your payment reminders.

You can do this easily using a tool like invoicely that allows you to schedule in advance when payment reminders are sent.

With this setup, all you have to do is watch your inbox and account for replies and payments. It also helps that invoicely allows your clients to pay you online using a credit/debit card, PayPal, Mollie, Stripe, and WePay.

Improve Your Invoicing Process

The better your invoicing strategy, the easier it's going to be to keep clients on track with their payments.

With the above templates, you can automate your payment reminders to promote clients to pay promptly.

Do you have any other tips and ideas for getting paid on time?

Let us know about them in the comments!

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Business Tips

How to Create a Friendly Payment Reminder Email or Letter

Date Updated: May 22 2023

Read Time: 13 min

TABLE OF CONTENTS

What Is a Payment Reminder Email?

What should a payment reminder email include, times to send an overdue invoice reminder email, different ways to send a past due notice, what if a customer doesn’t respond to a past-due invoice email, how to prevent late payments, final thoughts on writing past due invoice letters.

After you’ve completed work or delivered goods, it’s time for your client to pay up, but this doesn’t always happen. This is when payment reminder emails come in handy as a tactic to ensure you get paid on time for your products or services. Technologies like email, text messages, and payment links make billing and collections a whole lot easier. After all, you’ve already done the work; collecting payment shouldn’t be work too.

In particular, emailed payment reminders can help you collect overdue payments—and even better, cut down on late payments altogether! In this article, we outline a typical payment reminder email series with email template examples for every part of the process. Read on if you want to retain happy customers and get paid faster.

It’s no fun chasing down monies owed, but it is, as they say, a part of doing business. To streamline this process, a payment reminder email is a note sent to a client to help them remember to pay you, either before or after the money is owed. This type of email makes it easy for them to pay their bill by providing everything needed to make a payment on the spot.

Ideally, sending a gentle reminder email is a combination of being both polite and stern to prompt a sense of urgency for your clients. You can map out exactly what you what to say and how often you want to say it using our templated examples below.

When drafting a payment reminder email, include all the basics: the amount owed, the due date, and any other pertinent information. This includes instructions for different payment options, credit policies, or payment terms. Let’s review some of the most important details to include:

The reason for the reminder letter

The main reason for sending payment reminder emails is to advise customers that they are late on a payment or to preemptively remind them that payment is almost due.

A copy of the outstanding invoice

Don’t make your clients dig through their email history to find the invoice you’re asking them to pay. Be helpful and thorough by re-attaching the invoice to your email or providing a link.

Restate your payment terms

Your invoice should list your clear terms of repayment. This is not the place for the fine print—let your customers know what penalties they’ll face for the consequences of late payments. Ideally, these penalties would be outlined in the original service agreement signed prior to starting work. Penalties might include an interest rate charge or a flat late-fee charge.

Additionally, you’ll want to include some or all of the following information:

• The amount owed : “Our records indicate an amount of XYZ is due.”
• The date by which payment is or was due : “Your invoice was/is due on XYZ.”
• Acceptable forms of payment and any necessary instructions : “Please remit payment to the following address.”
• Contact information : “Should you have questions about your bill, please contact us via XYZ.”
• Thank you for resolving the payment : “Thank you for your prompt attention to this matter.”
• Description of goods, services, or dates of work performed : “The cleaning services were provided on XYZ.”

For convenience, include a simple way for your customers to make a payment within the payment reminder email. The most common example of this is sending them a digital invoice through which they can easily enter their payment information and complete the transaction.

The exact number of emails and when to send them will vary based on different factors. These include business type, industry, or how likely your clients are to follow up with their payment. At the minimum, you’ll want to send gentle reminder emails before the payment is due, on the payment due date, and after the due date (if necessary).

Fortunately, many merchant service providers work with payment gateways that send out automatic reminder emails five days prior to and one day after the scheduled due date. This is an extra nudge to clients in case you forget to send a reminder email out, and it can be the push that finally gets you paid.

Whether your client is a week late or a month late on a payment, there’s a simple progression for how and what to say in your payment reminder emails. It can start with a gentle nudge for an upcoming due date and escalate to the threat of a collection after 90 days of non-payment. Here’s what your reminder emails might look like:

• In advance email: One week before the payment due date
• Payment due email: On the due date
• First late payment reminder email: One week after the payment due date has passed
• Second late payment email: Two weeks after the payment due date has passed
• Third late payment email: 30 days after the payment due date has passed
• Fourth late payment email: 60 days after the payment due date has passed
• Fifth and final notice email: 90 days after the payment due date has passed, but before collections

Now, let’s explore this payment reminder email schedule with sample templates for each reminder.

1. Due Date Upcoming: Send a Payment Reminder Email

It’s best to send a payment reminder email up to one week ahead of the scheduled due date. This will ensure you are well ahead of any account delinquencies. For this reason, keep the tone of this first email warm and lighthearted, as it serves as an initial reminder. Here’s an example:

Subject: Payment Reminder: Invoice # [04] Due Soon

Hi [Customer Name],

I hope you’re doing well! This is a friendly reminder that Invoice #[04] (attached) totaling [$1,900] is due a week from today on [date]. If you’d like to take care of this matter now, simply follow this convenient link [link to invoice] to view and pay your invoice. Please reach out anytime at the number below if you have any questions!

All the best, [Your Name/Signature]

Keep it light, to the point, and above all, friendly. Again, your client is not yet overdue, so there’s no need to make them feel like they are.

2. Due Date: Send a Payment Reminder Email

On the day the invoice is due, you can remind your client by sending them a gentle reminder email:

Subject: Payment Reminder: Invoice # [04] Is Due

Hello [Customer Name],

I’m writing to let you know that Invoice #[04] totaling [$1,900] is due today, [date]. I’ve attached the invoice for your convenience. I’d be happy to accept payment via direct deposit, bank transfer, check, or via [link to invoice] where you can view and pay your balance online. If you have any questions, I’m here to help. Otherwise, thank you in advance for today’s payment!

As they’re not technically late yet, keep the tone of this message positive. There is still a chance they will pay you in time. Simply state what’s due and offer an easy way for them to pay.

3. One Week Late: Send a Friendly Overdue Invoice Letter

If a week goes by, a slightly firmer tone is justified. Since they are only a week late, you can keep the reminder gentle and light.

Subject: Payment Reminder: Invoice # [04] – One Week Overdue

My records indicate that I’ve yet to receive the payment of [$1,900] owed on [date], making Invoice # [04] now a week overdue. I’ve re-attached the invoice for your convenience.

Kindly remit payment as soon as possible. You can pay and view your balance here: [link to invoice]. Thank you so much.

In this message, note the less confrontational wording “ I have yet to receive payment,” over “You haven’t yet paid .”

4. Two Weeks Late: Send a Late Payment Notice

If there has been no payment from your client for two weeks, however, feel free to start applying more pressure. The tone of this email can now be more serious, highlighting the fact that several reminders have been sent to them.

Subject: Payment Reminder: Invoice #[04] – Two Weeks Overdue

As per my previous reminders, the payment of [$1,900] for Invoice [#04], totaling [$1,900], is now two weeks overdue. I accept many forms of payment, such as bank transfers, checks, and direct deposits, or you can pay online via [link to invoice].

As I’ve yet to hear back from you, I’d appreciate the courtesy of a reply to confirm receipt of this invoice. Would you kindly respond to this note today to let me know if there’s been an issue?

P. S. Just a reminder that my payment terms include a 5% late fee applied after [#] days of account delinquency. To avoid this penalty, simply remit payment today, or if payment is an issue, please be in touch to discuss credit alternatives.

Opening a door for a discussion around payment issues and confirming your customer’s contact information is correct is important at this stage. The two-week mark is a good time to check in by phone to find out if your emails might be getting lost in the shuffle.

5. One Month Overdue: Overdue Payment Reminder

After 30 days without payment, now it’s time to be more direct. This reminder email will let them know their account has been delinquent and there could be consequences if they don’t send payment soon. Still, despite your frustration at this point, keep it professional and try not to point fingers.

Subject: Payment Reminder: Invoice #[04] – One Month Overdue

This is my third overdue reminder regarding Invoice #[04] totaling [$1,900] from [date]. Your account is now 30 days past due. Please note that if payment is not received in [#] business days, by [date], per the payment terms outlined at the start of our engagement, a 5% late fee will be applied to your account. You can avoid this fee by paying your account balance here: [link to invoice]. Please reply or remit payment today .

6. 60 Days Overdue: Send a Strong Letter for Outstanding Payment

If you’ve sent four email reminders over the course of 60 days and your client still hasn’t paid you, chances are your gut feeling is right. However, you should still make attempts to collect on overdue accounts. After 90 days total, you’ll be able to turn the account over to an outside agency for collection.

Subject: Payment Reminder: Invoice #[04] – URGENT! 60 days Overdue

Your immediate attention is now required. We’ve contacted you several times in regard to Invoice #[04], which is 60 days overdue. I’ve yet to receive a response or payment from you. An automated 5% late fee charge has been applied to your account; I’ve attached an updated invoice for a total of [$1,995]. You can also review these charges at [link to invoice] where you’ll be able to make your payment. Please reply or remit payment today to avoid further penalties.

As this is one of the last correspondences you might send before turning things over to collections, make it count: use a firm, clear tone and describe any penalties you’ve applied for nonpayment.

7. 90 Days Overdue: Final Overdue Invoice Email

Over 90 days and the client still hasn’t made a payment? At this point, they may not. You can, however, continue to try to collect payment by employing the services of a collection agency.

Subject: Next Steps for 90-Day Overdue Invoice #[04]

Hi [Customer First],

Please note this is now your fifth and final notice regarding Invoice [#04] for [$1,995], as your account has now been in arrears for over 90 days. As such, and with no response from you, I have no choice but to refer your account to an outside collection agency. Please make payment immediately, or this invoice will be sent to collections in the next [#] days.

With a final notice, you can pull out all the stops. Professional? Yes. Threatening? No. Clear and direct about what happens next? Definitely.

Whether it’s a terminal, payment gateway, or merchant account, PaymentCloud has what you need.

There is no one-size-fits-all when it comes to past-due invoices and reminder emails, but templates can make your job a lot easier. It’s important to input the right content and send it at an impactful time. Not only are you more likely to get paid on schedule using an effective progression of emails, but you’ll also spend a lot less time writing emails. Make sure to include incentives (like discounts) for paying early and information regarding whether interest fees will apply to late payments or not.

Friendly Reminder Email

A gentle reminder email is a good way to nudge clients to pay without causing friction. Writing a friendly email can be hard if you’re feeling frustrated, but try not to take anything too personally. A professional reminder email will be personal in its introduction, polite, and straight to the point.

An Invoice Reminder via Text Message

While sending payment reminders via email can be one of the most effective ways to prompt payment from your clients, it’s not the o nly option. A friendly SMS text series works great too! Here are some examples:

Text Message #1

“Hi [name] – your scheduled payment will be due on [date]. Here’s a link where you can find your invoice: [invoice link].”

Text Message #2

“[name] – just a follow-up reminder about your overdue payment. You can view and pay your invoice at [invoice link].”

Text Message #3

“A reminder that you are now 10 days past due on your payment. Can we help? Reach us at [contact link] or find and pay your bill here: [invoice link].”

Payment Reminder Letter via the Post Office

We all know that emails can be missed, neglected, or ignored—so never underestimate the power of mail delivered by post. Snail mail could be the final tactic that gets you paid!

Another collection tactic is the simple, personal phone call. A conversation can be an effective strategy to ask for payment, as it’s much harder to say no to a direct request. It’s also an opportunity to hear your client’s side of the story; maybe there’s an issue to be settled and a payment plan can be worked out. You could also agree to settle the account for a lesser sum so the payment is done and over with.

When to Turn It Over to a Collection Agency

Collection agencies are in place to help you collect on overdue or delinquent accounts after a period of time—for a hefty cut, of course. So, depending on the amount you’re chasing down, you can usually hand over collections to a third-party agency after about 90 days or so.

When to Hire an Attorney for Past-Due Invoices

Taking legal action against your client by suing them is a last resort, as the costs associated with this route are steep. But if you’ve tried all other avenues and think you have a good case, look for a business attorney who is familiar with collection practices. They can advise you on your legal courses of action, re-review your payment terms & policies, and credit-related paperwork, and also help you go to court if needed.

Before you do, make sure you’ve done all your due diligence: keep a strong paper trail, send collection notes to all forms of contact, and always spell out your terms and policies in a contract or engagement letter before you start work. This is especially important if you’re expecting to charge late fees or recoup attorney fees down the line.

The best defense against late payments is a good offense, so employ some solid policies and strategies to get ahead of any late payments. Payment reminder emails are an excellent way to do this. Below, we explore additional strategies you can implement to mitigate the occurrence of late payments.

1. Automation

By using recurring billing , you eliminate the stress of having to ask your clients for payment over and over. If you map out an automated system, it’s much easier than sending out manual emails. You even can include dynamic fields such as the client’s name, invoice number, and total amount to create invoices via automation.

2. Prevent Late Payments With a Credit Policy

One of the best ways to head off late payments is to have a well-communicated credit policy in place. You’ll want to make sure your policy isn’t so lenient that clients take advantage of it, but not so strict that you lose out on business.

3. Don’t Offer Credit Past Your Profit Margins

Confirm you’ve at least covered your expenses, and only offer what you can afford to lose within your profit margins. Requesting a down payment is a good idea because if you can collect part of the money, you’re more likely to be paid for the remainder.

4. Investigate Payment Histories Before Offering Credit

Do some homework on your customer before offering credit. Having an application process that requests basic credit history information from your customers allows you to run a credit check or pull a business credit report. This is especially beneficial if you anticipate extending large amounts of credit. There are three primary bureaus that issue business credit scores and you can request a full credit report from each of them for a fee.

5. Clearly State Your Repayment Terms in Invoices

Your invoice should clearly detail the services or products you provided. It’s also good to include these repayment terms:

• Total amount due
• Accepted payment methods
• Description of the work performed, the hours worked, items delivered, etc.
• Payment terms, including applicable discounts for early payment and information regarding interest fees for late payments
• Contact information, in case the customer has questions about their bill

Reaching out to collect outstanding invoices and monies owed from customers can be a pain. But there are things you can do to make the process a bit easier on yourself—the first and foremost of which is implementing a payment reminder email strategy. Better yet, by choosing a merchant services provider with feature-rich payment gateways , you can simply click a button and reminders will be emailed to your clients, taking away all the extra hassle for you.

Are You Opening Your Doors Soon? Don’t wait until the last minute to accept payments.

Sarah A. Lybrand

Originally from the Pacific Northwest, Sarah A. Lybrand is a writer and content creator living and working in Eastern Long Island, New York. You can find her work on topics ranging from health & wellness, media, culture, finances, family—and fun.

Sarah A. Lybrand 13 min read

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Best payment reminder templates for email and sms

Having to chase down outstanding invoices constantly and late payments can be an exhausting activity for service providers and companies of all sizes. However, when researchers looked into why businesses fail, they found that 82% of organizations in the study blamed a lack of cash flow on their undoing.

Securing timely payments from customers is a skill. So we’re here to help — with the best payment reminder templates for email and SMS, so you can follow up with clients without stressing about how to ask for a payment professionally . 

What do you do when a customer doesn’t pay on time?

Late payments are a reality for small business owners, even if you’re upfront about your payment terms. Here are some steps you can take the next time you deal with overdue payments to protect your bottom line.

• Pause current and future work with clients who have missed a payment due date until they pay the total amount owed plus any applicable late fees or interest charges.
• Email or send SMS follow-ups to your customers regarding their outstanding invoices using the payment reminder email templates below.
• Try making a phone call or sending a payment reminder letter if other forms of outreach don’t work.
• Reach out to a lawyer who can walk you through other options if the client still hasn’t taken care of their overdue payments.
• Contact a debt collection agency to see if they can help you recoup a portion of the original invoice amount.

How to follow up on late payments

Here are some payment reminder emails you can customize to proactively send to customers ahead of upcoming deadlines to ensure timely payments and follow up with clients who may have missed an invoice due date.

Payment reminder email templates and payment reminder letter templates

The following templates can be used for payment reminder emails or payment reminder letters.

#1: Due next week payment reminder

Send this via email or a letter in the mail one week before the payment due date.

Subject line options:

• Invoice number [xxx] is due next week
• Upcoming invoice reminder
• Payment due date coming up

Dear [client name],

This is a friendly reminder that your invoice payment is due next week. 

Invoice number: [xxx]

Amount due: [Balance]

Please pay by: [Due date]

Make online payment: [Link]

Payment methods accepted: [List payment options, such as credit card or via online payment apps]

Have any questions? Give us a phone call at [phone number] or reach out to us at [contact information]. 

Thanks for choosing [company name]!

#2: Payment due today reminder

After the first email above, here’s a great template you can use to send follow-up emails on the due date.

• Invoice number [xxx] is due today
• Invoice payment due today
• Friendly reminder – [$x.xx] amount due today

As a reminder, your invoice number [invoice number] is due today.

#3: Overdue invoice

If the client is a week or more overdue, you can send follow-up emails like the one below.

• Outstanding payment reminder
• Late payment reminder
• Overdue invoice
• Past due invoice 

As a local company, we rely on timely payments to stay in business. That’s why we’re following up on an outstanding payment.

Original amount due: [$x.xx]

Late fees/interest charges: [$x.xx]

Total amount due: [$x.xx]

Payment reminder SMS templates

Suppose you regularly use text campaigns to communicate with your customers. In that case, you can automate activities like sending mobile invoices . Payment reminders can also be automated to go to customers one week before their payment due dates, the day their payments are due and when they have overdue invoices.

As with all types of SMS campaigns, we suggest sending payment reminders that are 160 characters or less. If not, your texts may be broken into multiple messages.

Send this SMS invoice notification one week ahead of the payment due date to get more timely payments from your clients.

Your payment is due next week.

Pay by: [Due date]

#2: Due today payment reminder 

Set up a marketing automation campaign to send invoice reminders like this one below to any clients who haven’t paid up by their invoice due date. 

Hi [client name],

Invoice number [xxx] is due today [link]

Total amount due: [Amount]

Thanks, [company name]

[phone number] [contact information]

#3: Overdue invoice follow up 

Use this SMS template to send any time after a customer has missed a payment deadline, whether by one day, one week or one month. 

This is a friendly reminder your payment is past due.

Original payment due date: [Date]

Make an online payment: [Link]

Thank you, [company name]

When you should follow up on late payments

Overdue invoices deserve immediate attention, especially when cash flow is at stake.

Small business owners should follow up with late payment reminder emails the very next day after the original invoice due date.

And then again at the following intervals, if necessary:

• When the invoice is one week overdue
• One month, two months, and 90 days after the original due dates of the unpaid invoices

If a client is more than 90 days behind in making a payment, consider reaching out to a debt collection agency to see if they can recover any of the original invoice amounts.

How to prevent late payments

It’s not just you — overdue invoices are stressful for all business owners. Fortunately, the U.S. Chamber of Commerce has these recommended steps you can take to ensure on-time online payments.

• Evaluate prospective clients before doing business with them to ensure they’re reputable. 
• Your pricing for goods and services
• Payment methods and payment options your company accepts, such as cash, credit card, Paypal, Venmo 
• Your policy for handling overdue invoices, such as any late fees or interest charges
• Send new invoices right away.
• Accept online payments to make the transaction process smoother for clients via apps like PayPal and Venmo.
• Send email invoice reminders and follow-up notifications , such as the ones provided in our templates above.

Best collection payment tools 

The best collection payment tools, such as Broadly’s Payments, take the work out of collecting online payments.

Top invoicing platforms offer features for:

• Sending automated payment reminders via email and SMS
• Creating, saving and using payment reminder templates
• Client name
• Company name
• Invoice number
• Company phone number and contact information
• Accepting a range of payment methods
• Tracking cash flow

How Broadly can make receiving online payments easier

Broadly offers convenient invoicing software for small business owners. Our platform, Payments, makes it simple to create and send online payment requests via the Broadly invoicing app. When you team up with Broadly, you get:

• Professional invoice templates for email outreach and SMS campaigns
• Flexible payment methods and payment options , including the ability to accept invoice payments via credit card and debit card
• Automated customer review requests that can be sent via email and SMS in real-time after invoice payments are received to generate more reviews for your local business
• Integrations with accounting software , such as Quickbooks Online

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Email for payment reminder | 25 Email Examples

 email for payment reminder: 18 email examples to send a polite reminder.

If you’re a small business owner and have just received an email from one of your clients who hasn’t paid you for their services, you probably want to rah out with a reminder. You’re pretty sure this is the first time they’ve missed a payment, but you still want to give them the benefit of the doubt. You’re worried that if you send a friendly reminder, it will come across as pushy or unprofessional. However, there are many ways to phrase that email to sound professional. Here are some ready email templates:

Subject: Friendly Reminder: Invoice [insert invoice number] is due

Dear [customer’s name],

I trust this message finds you in good health. I’m reaching out to kindly remind you that your invoice [insert invoice number] is due on [insert due date]. As unforeseen circumstances may arise, I thought it best to give you a gentle reminder to ensure timely payment.

Please let me know if you have any questions regarding the invoice or need any assistance. Thank you in advance for your prompt payment.

Best regards, [Your Name]

Hi, I’ve noticed that your payment for the month of [month] has not been processed. Please take a look at the invoice attached to this email for more details on what is owed and when it was due. I will send another reminder on Friday if you have not paid by then. If you have any questions or concerns, please do not hesitate to get in touch with me through email or phone. Thank you again for your business!

Hi [client’s name],

I just noticed that you haven’t paid your last invoice. It has been [number of days late] days since your payment was due, so I wanted to make sure that everything is okay with our service. Could you please let me know if there are any issues?

The last time we spoke, we discussed expanding your business by adding a website and social media accounts. Would you like me to start on those now or would you prefer that we wait until the first of next month? I look forward to your response.

Subject: Payment Reminder: Invoice [insert invoice number] is overdue

I hope this email finds you well. I wanted to follow up regarding your invoice [insert invoice number] that is now [insert number of days] days overdue. I understand that sometimes unexpected situations arise, but it’s important that we receive payment promptly to avoid any further delays.

Please let me know if there are any issues with the invoice or if there is anything I can do to assist you in making the payment. Thank you for your attention to this matter.

Hi [First Name],

I hope you’re doing well. This is just a reminder that your payment for [month] is due on 2024. If you have any questions or need help, please don’t hesitate to reach out. Thank you,

[Your Name]

Hello [Name], I hope you are well. We recently spoke about your outstanding balance of [$Amount]. I just wanted to send a friendly reminder that this payment is now overdue. If you have any questions or concerns, please do not hesitate to contact me. Thank you for your time, [Your name]

Subject: Payment Due: Invoice [insert invoice number]

I hope you arewell. I am writing to remind you that your invoice [insert invoice number] is due on [insert due date]. Please ensure that payment is made promptly to avoid any late fees or penalties.

Dear [name], I’m writing to follow up on our conversation. I hope all is well with you, but I just wanted to make sure that everything was still on track for our next invoice payment. Please let me know if there is anything else we can do to help move things along.

[Your name]

Dear [name], I’m writing to remind you of an overdue payment. You haven’t paid your last invoice, which was due on 2024. Please let me know if there is a problem with this invoice or any other aspect of our business relationship. We appreciate your business.

Template 10

Hello [Name], Just wanted to send a quick reminder that your payment for [invoice number] is now overdue. If you have any questions or need assistance, please feel free to contact us. Thank you, [Your name]

Template 11

Subject: Important Update: Late Payment Notice for Invoice [insert invoice number]

I hope this email finds you well. It is with regret that I must inform you that your invoice [insert invoice number] is now [insert number of days] days past due, and we have not yet received payment. I understand that delays can happen, however it’s important that we receive payment as soon as possible.

Please be advised that if we do not receive payment within the next [insert number of days], we will have no choice but to escalate this matter and take further action to collect the outstanding balance. I hope that we can resolve this issue promptly and continue our positive business relationship.

Template 12

I just wanted to drop you a quick email to remind you about the outstanding payment for invoice #[12345]. The total amount outstanding is [$Amount].

If you have any questions, please don’t hesitate to let me know.

Thank you, [Your Name]

Template 13

Hi [name], I hope you’re doing well. Just wanted to remind you that your payment for [service] is due on 2024. If you have any questions, please let me know. Thank you, [Your name]

Template 14

I hope you’re doing well. This is just a quick email to remind you that your payment for [Service/Product] is due on [Date]. If you have any questions or need help, please don’t hesitate to reply to this email or give us a call at [Phone Number].

Thank you for your business, and we look forward to continuing to serve you. Sincerely, [Your Name]

Email for payment reminder |25 Email Examples

Template 15

Dear [name],

I’m writing to remind you of an overdue payment. You haven’t paid your last invoice, which was due on 2024. Please let me know if there is a problem with this invoice or any other aspect of our business relationship. Best regards,

Template 16

Dear [Client Name],

I received your invoice from last week and noticed that you haven’t paid it. I was wondering if there was anything we could do to help speed up the process. You can always reach out to me at [your phone number] if needed. Thanks!

Template 17

Dear [name], [briefly summarize what you’re writing about] I am writing to remind you that your payment for [item or service], which was due on 2024, has not yet been received. I do hope this is merely a misunderstanding and not an oversight. Please let me know if there is anything I can do to help remedy the situation. Thank you!

Template 18

Subject: Urgent: Please settle your overdue invoice [insert invoice number]

I hope everything is well. I am writing to urgently request that you settle your overdue invoice [insert invoice number]. Your payment is now [insert number of days] days past due, and we have not yet received payment.

Please let me know if there are any issues with the invoice or if there is anything I can do to assist you in making the payment. We value your business and appreciate your prompt attention to this matter.

Template 19

I’m writing to remind you that your invoice for [INSERT DATE] has not been paid yet. Please review the invoice attached below, and let me know if there are any questions or concerns. I look forward to hearing from you soon.

Template 20

Hi [client],

I just wanted to send a quick reminder that the payment for your last invoice is still outstanding. If this is an oversight, please let me know and I’ll be happy to get it straightened out right away. Otherwise, please let me know when you plan on paying so we can discuss any further action that might be necessary.

Template 21

Final Reminder: Invoice [insert invoice number] is past due

I hope this email finds you well. This is a final reminder regarding your invoice [insert invoice number], which is now [insert number of days] days past due. We have not yet received payment, and we kindly ask that you settle the outstanding balance as soon as possible.

Please be advised that failure to make payment may result in late fees or other penalties. I value our business relationship and hope that we can resolve this matter promptly.

Template 22

Hi (Client Name), I just wanted to check in and see how things were going. I haven’t heard from you regarding  yur payment and was wondering if everything is okay. If there’s anything we can do to help, please let us know. Thank you!

Template 23

I hope this email finds you well. I am writing to kindly remind you that we have not yet received payment for your invoice [insert invoice number]. The outstanding balance is now [insert amount], and it is important that we receive payment as soon as possible.

Template 24

Subject: Reminder: Outstanding Balance on Invoice [insert invoice number]

I hope this email finds you well. I am writing to remind you that we have not yet received payment for your invoice [insert invoice number]. The outstanding balance is now [insert amount], and it is important that we receive payment as soon as possible.

Template 25

Hi there, I hope you are well. I just wanted to send a quick email to remind you about the payment that is due on [DATE]. If you have any questions, please don’t hesitate to contact me. Thank you, [Your Name]

More Simplestic Templates for sending reminders:

• A Reminder Email Sample List | 15 Email Templates (Opens in a new browser tab)
• 11 Reminder Email Templates: Polite Reminders (Opens in a new browser tab)

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How to Write a Useful Payment Reminder - Tips and Templates

Kylian perez.

Running a business successfully is not a piece of cake, as there are several unpleasant aspects that you need to manage. Chasing clients for unpaid invoices is the most thrilling task that one business faces sooner or later. Thankfully, with a payment reminder , you can inform and prompt the client to pay the remaining bills on time.

With invoices paid on time, a business can gain better revenue and growth. Now, you may be wondering how to approach a client for the outstanding bills, how much leeway you should give your client, when to escalate your payment request, and more.

Keep going with this article, as here we come up with effective tips to write a professional payment reminder to your clients, along with templates to avoid late payments.

What Is a Payment Reminder

Tips to make an effective payment reminder, 4 free payment reminder templates, bottom line.

Before getting into depth, just know exactly what a payment reminder is, for a better understanding. A payment reminder is a written notification given by a company to their client if their payment is overdue or not paid. Typically, it is sent through email, SMS, letter, or post that simply reminds the customer to pay the amount agreed to pay on the invoice.

Furthermore, a professional payment reminder should always include some fundamental details. The details or information depends upon the relationship of a company with its clients or the contract type.

The company's name, contract details, total balance, due date, and attached invoice are the vital details that should be in a payment reminder. Additional deeds could also be added, such as interest rate, receipt, accepted payment methods, and more.

Here are effective tips for writing a perfect payment reminder so that you'll end up getting paid.

Be Professional

Professionalism matters a lot in every field and when you're writing a payment reminder, be professional. A bombardment of messages can make your clients frustrated; hence, follow up with a professional way to ask your clients for the payments. Show empathy in your first reminder, and make sure the mail you send is branded.

Remember that your client may have the intention to pay but got busy, so start with a polite introduction. For example, avoid pushy or mild statements such as "You need to pay on this date." You can simply write, "Your payment due date is this." It works and shows professionalism.

Include Every Detail of the Invoice

In this step, you need to make sure that the payment reminder covers everything on the invoice. It is essential for timely payment from the client.

The legal name of the company, legal name of client, address of the customer, invoice number and date, customer's number, due date of invoice, balance amount, date of email/letter/SMS you sent, overdue amount, services/products you provided and contract details should be included in the payment reminder . Communicate with a professional tone as businesslike.

Write a Clear Subject Line

The subject line is the first thing that a recipient notices, so make sure to use a descriptive and clear subject line in the payment reminder. A clear subject line eliminates the chances of skipping the email by mistake.

Draft a subject line comprehending all the invoice details, e.g., invoice number and due date, so that the recipient won't open the mailbox and get an instant look at the whole thing mentioned in the inbox.

An additional tip, it's great to write the first reminder, second reminder, and more for a precise follow-up, as it's possible that the debtor will delay the payment reminder.

Keep the Copy Brief & Straightforward

Long and over-detailed mails are often trashy as there's no sense in filling out many pages or writing endless mail. As we said above, using a professional tone and showing empathy is vital, so don't lose control over the mail and write a brief message in the payment reminder. Keep your copy straightforward and simply inform them of the due date, as no one is going to read your lengthy letter.

Reattach the Copy of the Invoice

When you're sending a payment reminder to your client, don't forget to reattach the invoice to the mail. It's possible that the customer could misplace or accidentally delete the invoice from their inbox. So, attaching an invoice to the mail makes the payment process simple and smooth. Plus, it also informs the client about the services and their amount.

Elaborate on the Payment Terms & Outcomes

Usually, payment reminders in the first place are sent to the clients to not impose a penalty on them and get the payment on time. But after mapping out a payment reminder strategy, if the client wouldn't be willing to pay, it's essential to tell them the consequences of late payment and not paying.

Put the consequences clearly in the payment reminder so that the customer easily expects the outcomes. For example, you will charge interest on the outstanding amount, will take legal Action, and hand over the case to the payment collection agency.

Provide Convenient Payment Methods

Payment reminders are sent with the purpose of inclining the customers to pay on time. You can make this process more efficient and quick by adding a variety of payment methods to the mail. You can also provide a payment link, and it can be a great solution for both client and you. So, don't forget to provide convenient payment options to your customers for easy clearance.  

Use Advanced Tools to Schedule Emails

If you haven't mapped out the period reminders, automated payment reminders are the best solution to nudge your customers. This way, you can maintain the consistency of your messages, and it's better than a mass mailing. You can use advanced tools or automated scheduling systems with a follow-up procedure. This will remind the client of payment without bombarding the messages or making them frustrated.

Now you get how to write an appropriate payment reminder so let's take a short glance at the templates to ease your work!

Payment Reminder Before One Week Of Due-Date

Subject Line : Company's name with invoice xxxx | Date

Hello (Client name),

I hope you're doing well! This is just a reminder that the payment of XXXX (payment amount) for invoice XXXX (invoice number) is due on XXXX (date).

For your reference, I have attached the invoice here (invoice link). You can make the payment using the link as well as via credit card.

Please review the invoice once and let me know if you have any queries.

Warm regards,

(Sender's name)

(Name and details of the company)

Payment Reminder On Due-Date

Subject Line : Company's name with invoice XXXX due today | Action required

I hope you're doing well! This is a friendly reminder to inform you that your payment of XXXX (payment amount) is due today. I have reattached the invoice for your reference. You can pay through payment link, bank transfer, credit card, and PayPal at your convenience.

Feel free to reach out to me with any concerns.

Payment Reminder After A Week of the Due Date

Subject Line : Company's name with invoice XXXX is a week overdue | Action required

I hope you're doing great! I'm writing this mail to inform you that your invoice XXXX sent on (dated a week ago) is a week overdue. We're concerned about whether you've received the invoice or not. I have reattached the invoice here for your convenience.

I request you immediately make the payment before escalating the matter. If you've already made the payment, please disregard this mail.

Payment Reminder After 30 Days of the Due Date

Subject Line : Company's name| Immediate Action required, invoice XXXX is a month overdue

I have mailed you a couple of times, but the outstanding payment of XXXX (payment amount) for invoice number XXXX is still not paid. This is my final call, and if I don't get the payment by (date), I will have to take the required actions.

I've reattached the invoice and payment link for your convenience. Kindly reach out to me if you have any questions or concerns.

Sending payment reminders is a great business practice to push clients to pay the outstanding bill. While sending the payment reminders, be sure that the client is getting all the necessary details to make an easy payment.

Furthermore, be professional and understand the scenarios of not paying the bill without putting pressure on them. With the help of the aforementioned tips, you can easily convince your debtor to pay the bill on time. Ultimately, it will build a good relationship and boost your business sales.

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How to write a payment request email (+ templates included)

Writing a payment request email may feel burdensome to many people. It’s tricky to sound polite AND persuasive; plus, you may be afraid to come off as rude.

We get the struggle.

Normally, you would receive payment for a job done according to an agreement. However, if the payment due date has arrived but the money hasn’t, you may be forced to send a payment reminder email. So, how do you politely ask for payment? And how to write a solid payment request letter? Read this article to find out!

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Why do we struggle writing payment request emails?

No one likes sending payment request emails. 

But no one likes late payments either, especially freelancers and small businesses, as they’re less likely to have safety net money. 

Even though we understand that receiving money that somebody owes us is normal , why do we struggle with payment reminder letters that much? Psychology has a few good reasons:

• It brings up some basic human insecurities 

Asking for money can be problematic due to the same reason why some people find it hard to ask for help – we’re hardwired to do things on our own and feel uneasy about surrendering the control of events to someone else. 

• It can trigger doubts about your professional competence 

There’s a thin line between healthy doubts on whether you’ve delivered your best work and constantly feeling not good enough even when your work is objectively good. 

Thus, for those struggling with imposter syndrome – never-ending profound disbelief of your professional competence – writing a payment request email is especially triggering as it can take you down the rabbit hole of feeling like a fraud even if it’s not true. 

• We’re afraid payment request letters make us seem rude

Another side of human nature is the need to be liked . Back in the days (think prehistory), being liked by others equaled being fed and protected. Thus, it’s natural to feel uncomfortable communicating things that may cause other people to react negatively. And payment reminder letters can be such a case. 

The reasons listed may or may not be why you struggle writing payment request emails. It could also be that you simply haven’t written one previously and would like to learn how to do it best. Anyhow, let’s dive into tips on how to politely ask for payment!

How do you politely ask for a payment?

While there aren’t strict rules that need to be obeyed when writing a payment request letter, there are several things you can bear in mind to ensure your email is polite. 

Write a non-threatening payment request email subject line

The subject line is the first thing an email receiver reads. Thus, it’s in your best interest that it’s direct and informative. And when it comes to payment reminder letters, it’s good that the subject line is polite, too. 

Add such phrases as “friendly reminder”, “update on the invoice #X/ update on the payment”, “invoice #X past due”, or something along those lines to remain professional yet provide a clear reason for sending the email.

Avoid emotional language or being passive-aggressive

It’s understandable that not receiving payment on time causes frustration. When a payment is overdue for a more extended time, frustration can grow into a broad spectrum of anger that whispers into your ear to send an emotional payment request email to your debtor. 

It’s better if you don’t do that. 

Stick to professional language at all times – it not only helps to maintain a decent relationship with your client but also shows that you’re a true professional.

Invite structure in your workday!

Our all-in-one time management solution works wonders.

Attach a copy of your invoice and add the details needed for making the payment

Late invoice payers are not always bad people – emails get lost , fall into spam, and attachments go unnoticed. 

When writing a payment request email, make sure you’ve provided all the necessary information for your client to make the payment. Always attach a copy of the invoice, so they don’t need to look through their inbox for it, which lowers the chances of receiving your payment instantly. Additionally, include your bank account or payment provider info in the email body or into your invoice. 

Making the payment process as convenient as possible for the client is in your best interest – that way, they won’t have an excuse to be late with the payment due to organizational difficulties. 

Remind your clients of the payment terms

When writing a polite payment request email, it’s good practice to include the payment terms and remind your client when the invoice is due for clarity.

You can also attach the contract to the email as an additional reminder to the client for what you two agreed on. 

Keep your email short

Being short and straightforward is a general rule of email etiquette, and it applies to payment reminder letters as well. Even though you may be feeling all the feels about that missing payment, it’s better that you keep them to yourself. 

Instead, stick to a few short paragraphs and always attach a copy of your invoice. 

How to write a payment request letter (+ templates included)

How you write a payment request letter largely depends on when you’re sending it. However, keeping it polite, to the point, and adding the necessary information for your client to make the payment is always essential. 

Here are a few payment request email options you can use:

Payment request email to send with the initial invoice

You have your freshly baked invoice and are about to send it over to the client. What should you write in the email?

Subject line: Invoice [#number] due [date]

Hi [name of the receiver],

It has been nice working with you. I’m thereby sending you invoice [#number] for [service or product name], which is due [date]. Please see it attached to this email.

• If your invoice doesn’t contain your payment information, add it via email:

Here is my payment information:

[Your payment details]

• If your payment information is included in the invoice:

My payment information can be found in the invoice. 

Feel free to contact me in case you have any questions. 

Kind regards,

[Your name]

Payment reminder email to send when the payment is a few days to a week late

You’ve sent the invoice to the client, the payment due date has passed, but you haven’t received the payment yet. However, it’s been only up to a week, which of course isn’t great, but it’s also not terrible. 

Here’s a payment reminder email template you can use in such a situation:

Subject line: Payment reminder for the invoice [#number] past due

Hope you’re doing well. Just a reminder that invoice [#number] I’ve sent you on [date when you initially sent the invoice] is now overdue. 

Please find a copy of the invoice attached to this email.

My payment information: [details here]

My payment details can be found in the invoice. 

Don’t hesitate to contact me if there’s an issue with the payment or if you have any questions. 

Payment reminder email to send when it’s been two weeks after the payment due date

It’s natural that when a payment is over a week late, you’re starting to feel frustrated. It’s not pleasant to be chasing money that somebody owes you. But as you send another payment reminder email, keep it professional and direct. 

Moreover, it’s a good idea to ask about the status of the payment and when exactly you can expect it – especially if the money is being transferred to you from another country. In such cases, it could be that the client has made the payment according to when it’s due but it takes some time for the money to arrive in your account. 

Here’s an email template you can use:

Subject line: Invoice [#number] for [service/product name] two weeks overdue

I’m writing to give a quick reminder that the invoice [#number] was due two weeks ago, and I have yet to receive payment. Can you please update me on its status and give me an approximate date when I could expect the payment to arrive?

I’ve attached a copy of the invoice to this email for your convenience.

Feel free to contact me in case you have any questions.

Payment request email to send when the payment is a month late

When it’s been a month or more since the payment was due, it’s a good idea to remind the client of the agreement between you two. Attach your contract to the payment request email or inform the client about late payment fees if such apply in your case. If you have an ongoing collaboration with the client, you can temporarily pause the work until payment for the previous work is made. 

It’s ok to be more demanding as you’ve already sent the client a few payment request emails by now. Remain polite but stand your ground. Here’s a template you can use:

Subject line: Invoice [#number] – the payment is now a month overdue

The invoice [number] for [service or product name] was due [date]; thus, the payment is now a month overdue. I’ve attached the invoice to this email for your convenience. If there’s anything else needed from my side to initiate the payment, let me know. 

I’ve also attached our written agreement to this email. Please note that a late payment fee can be applied to invoices that are more than [X] days past the due date, according to the agreement’s terms. 

Don’t hesitate to reach out to me if there’s an issue with the payment. If there isn’t, please, make the payment as agreed. 

Bonus: If your payment request emails remain ignored

So you’ve sent an x-th payment request email, which has been ignored once again. It may be time for a phone call – direct conversation with the debtor is the best thing you can do in such a situation.

Before making that call, list the points you must mention to ensure your conversation is structured and remain as polite as possible. Try not to throw accusations or use passive-aggressive language or expressions. Additionally, make sure to find out if the technical details of making the payment have been provided correctly – such as email address, bank account number, etc. 

If your phone call has no answer, send the client a text message explaining why you’re contacting them and ask them to call you back. 

Have a tip for sending polite yet effective payment request emails? Leave us a comment!

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Overdue Payment Reminder Letter Sample: Free & Effective

In this guide, I’ll share a step-by-step approach to writing an effective overdue payment reminder letter, incorporating a customizable template to get you started.

Key Takeaways: Importance of Tone: Keep it professional and courteous. Clarity is Key: Clearly state the invoice details and the overdue amount. Follow a Structure: Use a step-by-step approach for drafting the letter. Personal Experience Insights: Real-life examples and tips from my extensive experience. Template Included: A customizable template to get you started. Follow-Up Strategy: Advice on when and how to follow up.

Understanding the Importance of Tone

The tone of your letter is crucial. It should be professional yet firm, ensuring the client understands the seriousness of the situation without feeling attacked. In my experience, a courteous tone often yields better results.

For instance, a client once responded more positively to a polite reminder and cleared their dues promptly, citing the professional tone of the letter as a key factor.

• Start with a polite greeting.
• Express understanding of possible oversights.
• Maintain a firm but respectful tone throughout.

Clarity is Key

Your letter should clearly state the purpose. Include invoice numbers, due dates, and the overdue amount. This removes any ambiguity and makes it easier for the client to reference the specific invoice.

• Invoice Number: #12345
• Original Due Date: January 15, 2024
• Overdue Amount: $2,000

Step-by-Step Guide to Writing the Letter

• Greeting: Start with a polite and professional greeting.
• Statement of Purpose: Clearly state the letter’s purpose in the opening paragraph.
• Invoice Details: Mention the invoice number, due date, and overdue amount.
• Request for Payment: Politely request the overdue payment.
• Provide Payment Options: Clearly outline how the payment can be made.
• Closing: End with a courteous closing and offer to answer any queries.

Trending Now: Find Out Why!

Real-Life Example: In a situation where a long-term client missed a payment, I found that a politely-worded reminder with clear invoice details led to an immediate response and payment.

Template for an Overdue Payment Reminder Letter

[Your Company’s Letterhead]

[Client’s Name] [Client’s Address]

Dear [Client’s Name],

I hope this letter finds you well. I am writing to remind you about the unpaid invoice [#Invoice Number] originally due on [Due Date]. As of today, the amount of $[Overdue Amount] remains outstanding.

I understand that oversights happen and am here to assist with any queries you might have. We value our relationship and want to ensure our partnership remains strong and positive.

Please arrange for the payment to be made using [Payment Methods] at your earliest convenience. If you have already made this payment, please disregard this notice.

Thank you for your prompt attention to this matter. Feel free to contact me if you need any further information.

Warm regards,

[Your Name] [Your Position] [Your Contact Information]

Follow-Up Strategy

It’s important to have a follow-up plan. If there is no response within a week, consider sending a second reminder or making a direct phone call. In extreme cases, exploring legal options may be necessary.

• First reminder: One week after the initial letter.
• Second reminder: Two weeks after the first reminder.
• Phone call: If no response to the second reminder.
• Legal action: As a last resort, after all other methods have failed.

Writing an overdue payment reminder letter is a delicate task. The key is to be clear, professional, and courteous. Remember, the goal is not just to get the overdue payment but also to maintain a good relationship with your client.

I hope this guide and template help you draft your own overdue payment reminder letters. Feel free to share your experiences or ask questions in the comments below!

Frequently Asked Questions (FAQs)

Q: What is a payment reminder letter?

Answer : A payment reminder letter is a formal communication sent to customers or clients who have overdue payments. The letter serves as a reminder to the debtor to pay their outstanding debts.

Q: When should you send a payment reminder letter?

Answer : You should send a payment reminder letter as soon as a payment is overdue. It is important to send a reminder promptly to avoid further delays in payment.

Q: What should be included in a payment reminder letter?

Answer : A payment reminder letter should include the amount due, the date it was due, any applicable late fees or interest charges, and options for payment. It should also mention the consequences of non-payment and end on a positive note.

Q: How should you address the debtor in a payment reminder letter?

Answer : You should address the debtor in a friendly and professional manner, using their name. It is important to show appreciation for their business while also requesting prompt payment.

Q: Should you mention legal action in a payment reminder letter?

Answer : If the debtor fails to pay their outstanding balance, it may be necessary to mention the consequences of non-payment, such as legal action. However, it is important to maintain a polite tone and express hope that the matter can be settled amicably.

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May 1, 2023

How to write a reminder email with 9 email samples and templates

This guide has all you need to send professional and polite reminder emails. Read our best tips and use the 9 email samples at the end.

Lawrie Jones

Table of contents

What's the face you make when someone forgets to do something? Maybe a 🥴 or a 🥱.

Anyway, we all hate it when someone forgets to do something.

To avoid it happening, you'll need to send a reminder email.

The trick with a reminder email is remaining positive and polite while not putting pressure on the person — because we all also hate being told to do something.

Best not try to be funny. A playful tone of voice doesn't always translate too well through email, so keep things simple!

How do you get it right? In this essential article, we explain you how to get things right in your reminder emails.

After explaining the reminder email format, we build up an example and provide 9 samples to help you master reminder messages for your personal and professional life.

Reminder email format

Before we get into the content, let's break down the reminder email format structure.

The purpose of a reminder email isn't about information; it's about action. So save detailed explanations and lots of information in your reminder emails. Instead, clearly state what you want them to do, why, and when.

In fact, long reminder emails and reminder messages can be confusing. So strip out all the unnecessary or irrelevant information and list what's required.

Here is a checklist of what you should include in every reminder email:

• Grab the reader's attention with a subject line
• Start with a professional greeting
• Explain the situation and what needs to be done
• Provide a way they can solve the problem (we love lists)

Explain what they should do

If you’re already experienced in sending emails, this should be nothing new. Let's start with the subject line:

1. Subject line

Your subject line has to grab attention. It must also capture all the information you want to convey. Here are some examples of suitable reminder email subject lines:

• Reminder: Outstanding invoice
• Urgent: Can you send me the documents ASAP
• Action needed: Respond immediately with your offer
• Where is order number (insert number)

2. Reminder email body

Before we get into the details, consider your tone of voice.

We know it can be frustrating if someone isn't responding. It's doubly disappointing when you have to send a reminder. Still, we're 100% sure that being polite and professional is the right approach.

This demonstrates that you’re serious about getting a result and assertive enough to send a reminder email (which is good) but not upset or angry (which is bad).

Email greeting

We don't have the time to delve too deeply into the nuances of email greetings or introductions , but read our guide on how to start a professional email if you want to learn more.

Stick to the basics and use one of the conventional greetings:

Explain the situation

Explain the problem and be specific. Don't apologize for sending a reminder (especially if your payment is late!). But do go into as much detail as is necessary.

It's appropriate to include references and dates – because failing to do so could delay a response (and hold up a payment or project).

Provide a solution

Unpaid invoices can take an emotional toll, but we try hard to be kind in this reminder email sample. This approach works if you're a small business communicating with a valued client or customer, as it demonstrates you’re serious without damaging your relationship.

3. How to end a reminder email

At the end, you’ll want to request a confirmation your email has been received. If you don’t get one, you’ll know it’s either being blocked or annoyed, and you must find another way to contact the person. Don’t forget to add your contact details…

Also, include a call to action and push for a response and resolution.

Tell the recipient exactly what you want them to do. For example, if you want them to pay you, tell them. If you're going to set a date, include it.

We recommend requesting a confirmation they've received the email. Even if there's a delay in processing a payment, for example, knowing they've received it gives you the confidence it'll get dealt with. It's important to resist making threats or becoming angry. There may be genuine reasons why they've not responded, so cut them some slack. But, of course, if they continue to ignore you, it's time to escalate things...

Include an email sign-off

End your email formally and politely. Although you're the one who's owed something, it's best to remain professional and respectful by using a suitable thank you in your reminder emails.

• Best regards,

If you need a reminder on how to end an email professionally , check out our guide.

9 reminder email examples

Here's the bit you've all been waiting for, the reminder email samples.

In this section, we illustrate how you can generate effective reminder emails that will get results.

It doesn't matter whether you want to request documents, demand you get paid, or ensure someone doesn't ditch your meeting — we've got the samples you need.

1. Gentle reminder email sample

It's always advisable to start with a gentle minder email. As we've explained above, there may be reasons why a message has been missed or an invoice still needs to be paid.

A gentle email reminder lets you push for an outcome politely but persuasively.

• List order number, order details, dates, etc.

2. Polite reminder email to boss sample

Sending an email reminder to your boss can be a sensitive subject, but the principles are still the same. Keep it professional, polite, and persuasive.

Use this polite reminder email to a boss when requesting leave or asking for confirmation . Make a few edits, and this sample could also be a reminder email to an HR manager, professor, or colleague.

3. Sample reminder email for submission of documents

Work in a busy office, and you'll know how easy it is to forget to send documents. Contracts, reports, and plans can all fail to appear on the date and time agreed.

Unfortunately, understanding it happens doesn't make it easier when it does, so we've created a sample for you.

This sample reminder to send documents acts as a professional nudge in the right direction for a colleague, client, or contractor.

4. Urgent reminder email sample

Expecting an email, package, or payment that has yet to arrive? It's time to send an urgent reminder.

When requesting something urgently, get to the point quickly and clarify what is needed (the call-to-action) and when (the deadline).

If you're under pressure, it's hard to remain polite, especially when expecting payment (trust us), but try to be the better person. Sometimes, the individual you're messaging may not have caused the problem, so keep it 100% business and 0% personal.

5. Reminder email to client sample

Sometimes, a project can be held up if a client, contractor, stakeholder, or someone else fails to play their part. A gentle reminder email to a client can get your project back on track.

6. Event reminder email sample

Event reminder emails are necessary to ensure your event is a success. You'll likely be sending out quite a few of these, so this reminder email sample is reassuringly short, sweet, and to the point.

7. Meeting reminder email sample

Meeting requests should always be personalized. You can be more specific about the importance of a meeting and the implications of not attending compared to the event email.

This example can also be turned into an appointment reminder email.

8. Overdue payment reminder email sample

Payment reminders are (sadly) all too common, with late payers a problem facing all businesses. The key here is to remove emotion and resist the temptation to get angry. State the facts, give them the outcomes and tell them what you need them to do. 

9. Reminder email to a recruiter sample

Don't shy away from sending follow ups and reminders after you've sent your job application . Don't quit, even if you don't get a response the first (second, third, fourth...) time.

The fact of the matter is that recruiters and bosses are busy and applications get lost in overly full inboxes. Thus you should also attach your resume to each reminder and follow up email.

Here's a reminder email template you can use to follow up on a recruiter :

Reminder email template

This completely customizable reminder email template can be shaped to work for any situation. To use it, work from the top down and fill in the gaps. If you don't need any sections, delete them. Easy!

• List out what you want

Still wondering about how to write a gentle reminder email?

With Flowrite , you can turn short bullet points into a ready-to-send reminder email with AI, like this:

A gentle reminder of what we have learned

Let's finish with a reminder and refresh of what we've learned. Reminder emails are a business essential, so learning how to create them is important. Thankfully, doing so is simple – if you follow our advice. So stick to the structure and state precisely what you want to happen and when.

Finally, even though it can be frustrating to be kept waiting, keep all correspondence polite and professional – and never let things get personal.

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15+ Payment Reminder Letter Templates – PDF, Google DOCS, Apple Pages

Payment reminder letters are not very easy to write and require a lot of thought to be put into them. You have to choose your words in a way that will not jeopardize your relationships with your client. You also have to consider the importance of the money involved and have to convey the same in a way that ensures that the client makes the payment quickly. You can also see different types of letters by visiting our official website template.net..

Notice of Overdue Payment Template

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Friendly Payment Reminder Letter

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Overdue Payment Reminder Letter

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Free Payment Reminder Letter Sample

How to Use a Payment Reminder Letter Template?

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Official Reminder Letter Formats

Reminding letters is very important for late payments. After providing a service or after selling goods, you need to get your money back as soon as possible so you can run your business without obstacles. A reminder has to be polite and at the same time, it has to do its job.

How to Write a Reminder Letter

• Write the appropriate subject line. Ex: Payment due for invoice XXXXX.
• Start the letter with a salutation like Dear Mr/Ms. [person name] or Dear Sir/Madam.
• Mention the reason for the reminders, such as the invoice number, due date, and reason for payment.
• Request or demand immediate payment.
• Explain the consequences of not making the payment before the deadline.
• Finally, close the letter with proper letter closings like sincerely or regards and your name with the designation.

Reminder Letter for Payment (Format 1)

Sub: Payment reminder for invoice XXXX.

Dear Sir/Madam,

This is to remind you that there is an overdue of Rs ……………. For invoice number XXXXX. It has been completed two months since the delivery of the items, but payment is not yet received.

Therefore please make the payment immediately. 

Awaiting your payment.

Regards, Your name. Designation.

Reminder Letter for Payment (Format 2)

Sub: Final reminder to pay the invoice [XXXXX]

Dear [Name of the person] ,

This is to remind you that there is an outstanding bill amount of Rs ………………. for invoice XXXX that has been pending for the last 30 days .  Please make the payment in …. days. 

Kindly treat this as an urgent matter and proceed with the payment. Please feel free to contact us if you have any problems during the payment.

Looking forward to your prompt and responsible response.

Please disregard this letter if the payment has already taken place.

Sincerely, Your name. Designation.

Reminder Letter for the Previous Letter (Format 3)

This is in reference to our previous letter dated  ………….. regarding the payment of invoice no. XXXX for [reason] . An outstanding amount of …………… has been pending since [date] .

But we are hopeful that you will certainly respond to this letter and make our payment.

Otherwise, we will not hesitate to take legal action against you.

We hope you don’t take this issue that far. So make payment immediately.

Sincerely, Your name.

Reminder Letter for no Response (Format 4)

Sub: Final reminder to pay your bill.

Dear Mr./Ms. …………………,

This letter refers to our earlier notices dated ………………. and ………………. regarding the payment of your property tax. But so far there hasn’t been any response from you.

We will be issuing this final notice and please make the payment before [due date] to avoid any penalty.

If you do not respond even this time, you will be fined and further action will be taken.

If you have any queries or need further information, please contact 9124XXXX40 .

Reminder Letter Format for Pending Work (Format 5)

Sub: Action required for pending work.

Dear Mr./Ms………………,

This refers to your CCTV camera installation work at XYZ solutions . The work has not yet been completed and no action has been taken during the past week.

 We need to finish this work immediately. 

We never expected that kind of delay from a reputable company like yours.

Hope you resume your work immediately.

When should I send a reminder letter?

You can send reminder letters to overdue payments, delayed payments, pending works, etc.

Can I charge late fees for delayed payments?

It depends on the terms of the agreement while making the transactions. But charging penalties on late fees is a good idea to avoid delayed payments.

Recommended:

• Short payment reminder text message samples.
• Sample payment follow-up emails to clients.

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