As a business owner, you work hard to provide a product or service. And chasing outstanding invoices can throw a wrench in your process, even though it’s necessary to keep the cash flowing.
An efficient invoice management strategy might not completely avoid missed payments, but it does help. Plan to remind clients of payments before the due dates pass them by.
Here’s how to write a professional payment reminder that encourages a timely response. This way, all your hard work pays off on time, every time.
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Key Information To Include in Payment Reminders
When writing a payment reminder email, be as clear and cordial as possible. Include information that makes the process easy for clients. Here’s what you should always include in a payment reminder:
- Your company name
- Contact details (phone numbers and email addresses)
- Total amount due
- Payment due date
- Attached invoice (details of what the payment is for)
And here’s optional information, depending on the situation:
- Late fees or interest charges
- Request for a read receipt (if sent through email)
- Accepted payment methods (credit card, bank transfer, online payment platforms)
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6 Effective Payment Reminder Template Examples
Waiting for payments is frustrating. And sometimes, it’s hard not to let emotions get involved. But remaining polite and professional is absolutely essential to maintaining solid customer relationships. When you put something in writing, you’re telling people who you are—so let them know you’re a good businessperson.
Here’s how to send a friendly reminder for payment, with six payment reminder templates.
1. Template Before the Due Date
Sometimes, people just forget they have to pay their bills. As a courtesy to your customers, it’s a good idea to send a friendly reminder of the payment due before the deadline actually comes. This is a proactive way to avoid late payments.
Subject: Upcoming Payment Due – [Company name] <> [Invoice reference number]
Body: Hello [Recipient’s name],
I hope you’re doing well.
This is just a quick reminder that payment for Invoice [Invoice reference number], totaling [Amount owed], is approaching its due date on [Due date]. We want to ensure you have everything you need for a smooth payment process.
The invoice is attached for your records. Please feel free to reach out if you have any questions or need further details.
Thank you for your attention to this matter.
Kind regards,
[Sender’s name]
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2. Template on the Due Date of the Invoice
If the due date has approached and you haven’t yet received payment, here’s a sample email reminder to send.
Subject: Payment Due Today | [Company name] <> [Invoice reference number]
Body: Hello [Recipient’s name],
Today is the due date for Invoice [Invoice reference number] totaling [Amount owed]. We would appreciate it if you could confirm the payment status as soon as possible.
I have attached the invoice again for your reference. Please let us know if there are any issues or if you need any help.
Thank you for your cooperation.
Kind regards,
[Sender’s name]
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3. Template One Week Overdue
If the invoice due date has come and gone and the client still hasn’t paid, you may need to get more assertive. Here’s how to send a clear message that you’re awaiting payment.
Subject: Reminder: Payment Overdue for Invoice [Invoice reference number]
Body: Hello [Recipient’s name],
I wanted to remind you that payment for Invoice [Invoice reference number], which was due on [Due date], has not been received. Your payment is now one week overdue. The outstanding amount is [Amount owed].
Please find the invoice attached again for your convenience. Could you please confirm when we can expect payment?
Your prompt attention to this would be greatly appreciated.
Best regards,
[Sender’s name]
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4. Template Two Weeks Overdue
If two weeks have passed and you still haven’t received payment, here’s a polite yet firm way to remind the client.
Subject: Second Notice: Overdue Payment Alert for [Invoice reference number]
Body: Hello [Recipient’s name],
This is a second reminder that your payment of [Amount owed] for Invoice [Invoice reference number] is overdue. The original due date was [Due date].
Please process this payment as soon as possible to avoid late fees or service disruptions.
Attached is the invoice for your reference. Please notify us immediately of your payment plans.
Thank you for your immediate attention to this matter.
Best regards,
[Sender’s name]
5. Template Final Notice
At this stage, you may want to add late fees to the payment notice. But it’s up to you. Late fees can discourage clients from avoiding payment and compensate you for your time and effort.
Here’s a professional and assertive way to inform your customer that this is the final attempt to collect payment. Legal action might be the next step, so make sure the recipient knows this is serious.
Subject: Final Reminder: Immediate Action Required for Overdue Invoice [Invoice reference number]
Body: Hello [Recipient’s name],
Despite previous reminders, we still have not received payment for Invoice [Invoice reference number], totaling [Amount owed], originally due on [Due date]. This is your final reminder before we are forced to take further action to secure payment.
We urge you to settle this invoice immediately to avoid any additional charges or collection procedures.
Please see the attached invoice and let us know if you need any help making the payment. Thank you for resolving this urgent matter.
Best regards,
[Sender’s name]
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6. Legal Action Warning
If all attempts have failed, legal action may be on the table, depending on your company’s procedures and the severity of the situation. This email template shows urgency while still staying polite.
Subject: Urgent: Legal Action Pending for Unpaid Invoice [Invoice reference number]
Body: Hello [Recipient’s name],
We have repeatedly notified you about the unpaid invoice [Invoice reference number], due [Due date], with an outstanding amount of [Amount owed]. Unfortunately, we have not yet received this payment, nor have we received any confirmation from your side.
As a final precaution, before we proceed with legal measures, we urge you to settle this payment promptly.
You will find the invoice attached. Please consider this matter with utmost urgency.
Thank you for your immediate action on this critical issue.
Best regards,
[Sender’s name]
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Should You Ever Send a Late Invoice to Collections?
Deciding whether to send a late invoice to collections is a big choice for any business owner. While it might sometimes be necessary, it’s generally best to view this as a last resort. It takes time and effort, and it can ruin your relationship with the client.
Here are some practical steps to think about before escalating:
- Discuss Payment Terms and Send Reminders Before Collections. Communicate payment terms and deadlines upfront. Sending timely reminders before the due date can prevent delays.
- Allow 7–45 Days for Invoice Payment. Provide a payment window to give clients enough time to settle their invoices. Let them know what the window is in your contract so there’s no confusion.
- Keep Records of All Communications. Document all interactions related to the invoice and payment requests. If the bill goes to collections or you have to take legal action, you want to have evidence.
- Attempt Payment Collection Through Dispute Resolution. Before considering collections, try to resolve any disputes and send many reminders. These efforts often result in payment and save the business relationship.
- Know Local Laws on Collections. Get informed about the collection laws in your area to avoid legal issues.
- Use Collections as a Last Resort. Resort to collections only when all other methods have failed. Understand that this process can take lots of time and money from both sides.
- Seek Advice. If you’re unsure about the collections process, consult with professionals. A collections agency or attorney can offer guidance tailored to your specific situation.
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Reasons Your Payment Reminder Email Isn’t Working
Sometimes, despite sending a payment reminder email, you might not see the results you expect. Double-check the following factors to make sure clients get the message:
- Incorrect Email Address. The email might have gone to the wrong address. Check the original message and try another contact method if possible.
- Preference for Physical Invoices. Some clients may prefer to receive invoices in a physical format. Ask to make sure email communication will be okay.
- Email Overload. Clients with lots of unread emails may simply miss your reminder. Sending multiple follow-ups with “URGENT” in the subject line can help them see it.
- Client Disorganization. Often, non-payment isn’t intentional. Some clients are more forgetful or disorganized than others. This is when extra reminders come in especially handy.
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How To Remind a Client To Pay You: Tips and Tricks
Now you’ve got the basics down, how do you make sure your emails actually work? It’s all about making them clear, polite, and easy to act on.
Here’s how to write reminder emails that get straight to the point and keep payments rolling in:
- Include Invoice Details. Always mention which invoice you’re talking about. Give the invoice number and the specific services or products it covers.
- Attach Documentation. Attach a copy of the invoice or any relevant documents. This lets your client review what they’re being charged for without having to dig through their own files.
- Keep It Concise. Get straight to the point. State what you need clearly and politely. A block of text deters clients from reading the whole thing.
- State Terms in Simple Language. Remind them of the payment terms you agreed on. Mention the due date again so there’s no confusion.
- Confirm Receipt. Ask them to reply quickly to confirm that they’ve received your email. This little nudge increases the chances they’ll check out what you’ve sent.
- Offer Payment Methods. Make it easy by listing the payment methods they can use. Give them the options upfront, whether it’s PayPal, a bank transfer, or a credit card.
- Be Polite. Always keep the tone friendly and professional. It goes a long way compared to sounding demanding or annoyed.
- Choose the Right Channels. Email is great, but sometimes, a text or a quick call can work better. It depends on how your client likes to communicate. Just remember, it’s always best to have something in writing to use as evidence if future trouble arises.
- Provide Support. Let the client know you’re there to help if there are any issues with the payment process. Offer a contact number or email for any questions they might have.
Send Professional Invoices With Joist
Joist’s invoicing software for contractors makes things easy both for you and your customers. Create and share invoices from anywhere with the easy-to-use mobile tool—in minutes. Record payments, issue payment reminders, and easily keep track of your monthly sales.