You finally grabbed that big project and finished it diligently on time. But the client did not show the same diligence on their part and delayed your payment. And now you are fretting about how to ask for your rightful dues without running the risk of spoiling business relations with the client. Worry not.
This article includes a few payment reminder emails template that save time and are extremely professional.
Payment reminder letters and emails have always been an option to get dues cleared. Moreover, such an email is also useful for avoiding any overdue payment.
Small businesses should ensure that both parties agree on the terms of payment before signing any contract. You should apprise any new client about the modes of payment you prefer, the maximum time for processing of processing payment after project completion and so on.
A professional way to prevent clients from receding on payments is to take an advance deposit before starting the project. This amount can be anywhere from 30-50 percent of your total fees. And you can take the remaining amount before you handover the completed project.
Don’t wait till a day or two before the payment is to be processed. Raise an invoice as soon as the work is done and connect with the client about the upcoming pay date at least 15 days in advance.
An unspoken rule for freelancers and small businesses is that they should accept payments from all popular modes. Be it cheque, bank deposit, online payment through UPI or any other method. Moreover, clients have their own preferred methods of payment and by chance if you are not familiar with their method, your payment may get inadvertently delayed.
When it comes to ensuring a steady cash flow for your business, sending a well-structured and courteous payment reminder email to clients can make a significant difference.
Crafting a compelling reminder email for payment, also known as a payment follow-up email, can encourage timely payments from clients and maintain a positive professional relationship. So, let’s break down the key components of an optimized payment follow-up email:
The Subject Line
The subject line serves as the initial point of contact and should be attention-grabbing. Use keywords like “Reminder”, “Payment” or something like “Overdue Payment Reminder” and “Reminder for Payment” to clearly convey the purpose of your email.
For instance, you can use a subject line like “Reminder for Outstanding Payment Due for Invoice #12345.”
The Main Body
In the main body of the email, use polite and professional language to address the recipient. Remember that you have to send a polite payment reminder email. So, begin by acknowledging the business relationship and highlight the specific invoice related to the pending payment.
Here, you can write something like, “I hope this email finds you well. We greatly value our partnership and wanted to get in touch regarding the payment for Invoice #12345.”
Moreover, clearly state the outstanding amount and its due date. Express understanding for any potential oversight and help if needed. You could say, “We kindly remind you that the payment of $X for Invoice #12345 is due by [Due Date]. We understand that oversights can happen, and we’re here to help if you require any clarifications.”
The Sign-Off
Conclude your payment follow-up email with a courteous and professional sign-off.
Restate your appreciation for the consistent business relationship and express hope for swift resolution. You can write something like “Thank you for your prompt attention to this matter. Your timely payment ensures the seamless continuation of our collaboration. Looking forward to a positive resolution and future endeavors. Best Regards, [Your Name].”
All in all, a well-structured payment chasing email is an invaluable tool for maintaining healthy cash flow and professional relationships. By strategically incorporating words such as “reminder email for payment,” “reminder for payment,” “payment follow up email,” “follow up payment email,” and “payment follow up mail,” you can increase the chances of your email being noticed and understood.
Remember, the key is to balance professionalism and courtesy to create an impactful payment follow-up email that yields results.
Just because the clients have defaulted on payment doesn’t mean that you approach the client in an agitated tone. Here are the points to keep in mind while drafting a follow up payment mail.
It’s human to err. It’s highly plausible that the payment got late due to network problems on the client’s side or simply because the client forgot. While drafting a payment follow up email to the client, explain your situation in a firm yet polite and professional manner.
You sent the invoice on time, but the client says they did not receive it. Also, a plausible explanation can be the mail containing your invoice got buried in the sea of hundreds of other emails the client received. While creating an overdue payment reminder email, always attach a copy of invoice for the client’s reference.
Moreover, if you are working with a client for the first time, be sure to add your contact details in your fee reminder message. You can customize your email settings to automatically add your contact details as a part of your signature.
Just sending one payment reminder mail might not do the trick. Develop a timeline and follow it to regularly send reminder letters for overdue payments. For example, you can send an email 15 days before, 7 days before, and a day before the day of payment. Also, follow a similar timeline for overdue invoices.
Avoid sending generic reminders. Address the client by their name and refer to the specific invoice or project details. Personalization shows that you value the client’s business, and that the reminder is tailored to their situation.
While maintaining a polite tone, it’s important to convey the potential consequences of continued non-payment. This could involve mentioning late fees, suspension of services, and other relevant actions. This communicates the seriousness of the situation without resorting to aggressive language.
Sometimes, clients may be facing financial difficulties that prevent them from making timely payments. In such cases, you can discuss the problems and difficulties they might be facing. This gesture can foster goodwill and open up a dialogue to resolve the situation amicably.
Are you struggling to strike the right match between an assertive and a polite reminder letter for overdue payment? We have got you covered. We list useful examples about drafting the perfect overdue payment reminder email.
The best approach in such a case is to opt for a short and sweet approach. Your payment outstanding reminder letter should give the client a heads-up about the approaching payment date. No need to show a sense of urgency here, as you are sending the payment reminder before the due date.
Payment reminder email sample No. 1
Subject– A week left for invoice clearance (add invoice number)
Hello (customer name),
Greetings from (your organisation’s name)
I am (sender’s name) from (organisation’s name) writing you this mail to remind you about the invoice (insert invoice number). It is due to be cleared in 15 days. Requesting you to process the payment on (mention day and date here).
<Payment Link>
Please feel free to contact us in case of doubts or queries. We look forward to your positive response.
Regards,
(Your name)
(Designation)
(Contact Details)
Reminder payment letter sample No. 2
Subject– Our invoice (mention invoice no. here) due in 7 days!
Hi (client name),
Hope you are doing well.
I am writing you this mail to apprise you of the progress we have made with your project. It’s 80 percent complete and we would submit it for final review by (mention date and day here).
The invoice (mention invoice no. here) for the same project is due for processing next week. Kindly clear all dues on or before the designated date.
<Payment Link>
Thanking you,
(Your name)
(Designation)
(Contact Details)
Suggested Read: Top Temp Email Generators to Create Temporary Emails for Free
The content of the payment reminder email to be sent two days before the due date should be even shorter than the one you wrote a week before the due date. The mail should be a follow-up on your earlier conversation to jog the client’s memory. Remember, the due date is still not here so no need to fret.
Follow up payment email sample #1
Subject– Invoice (mention invoice no. here) to be processed in 2 days
Respected (client name),
A quick reminder that the payment on invoice (insert invoice no.) is due for clearance two days from now, that is, on (mention day and date).
We kindly request you to clear the invoice. We look forward to more such productive associations in the future.
<Payment Link>
Regards,
(Your name)
(Designation)
(Contact Details)
Payment follow up email to client sample #2
Subject– Advance reminder for invoice clearance (add invoice no.)
Hello (customer’s name here),
Hope you are doing well!!
I am writing you this mail as a gentle reminder that the invoice (insert invoice no. here) is due for processing 2 days later, i.e., on (mention day and date here).
<Payment Link>
It would be helpful if you could confirm that the payment would be made on the said date and time. Looking forward to your positive response.
Thanks,
(Your name)
(Designation)
(Contact Details)
Such emails should be more of an inquiry than a reminder. This is because your invoice is technically still not overdue. Also, remember to keep the content to the point as the client might well be in the middle of clearing your payments. Do remember to mention all acceptable modes of payment.
Overdue payment reminder email sample #1
Subject– Invoice (mention invoice number here) due today
Hello (insert client name here),
We are writing you this mail to remind you that payment on the invoice (insert invoice no.) is due for clearance today.
You can send in payment directly through this payment link in just a few minutes.
<Payment Link>
In case of any doubt or query, please feel free to contact us.
Regards,
(Your name)
(Designation)
(Contact Details)
Fee reminder message sample #2
Subject– Invoice (mention invoice no. here) to be cleared today
Hi (add the client’s name here),
Hope you are doing good. Just a reminder that the invoice (insert invoice no. here) has to be cleared today. In case online bank deposit fails, you can send us the payment via (mention acceptable payment modes here).
<Payment Link>
Looking forward to your swift response to this. I hope to work more on similar projects in the future.
Regards,
(Your name)
(Designation)
(Contact Details)
Keep a polite tone throughout the body of the mail, mixed with a mild sense of urgency. We recommend that you don’t mention the past reminders in this mail. Moreover, it would be better to end the mail on a positive note. Here are some payment reminder mail formats to consider:
Polite payment reminder mail sample #1
Subject– Invoice (mention invoice number here) overdue
Hi (insert name of the client),
This is to bring to your notice that the invoice (mention invoice no. here) was to be cleared yesterday. We request you to process all dues as soon as possible.
<Payment Link>
In case of any discrepancies, feel free to contact us.
Regards,
(Your name)
(Designation)
(Contact Details)
Reminder letter for overdue payment sample #2
Subject– Clearance of overdue invoice (invoice no.)
Hello (client name here),
A gentle reminder that the invoice (insert invoice number here) has not been cleared as it was due for yesterday. We request you to clear the outstanding payment as soon as possible.
<Payment Link>
If you have any concern regarding the invoice and payment medium, feel free to contact us.
Regards,
(Your name)
(Designation)
(Contact Details)
In such a scenario, your tone needs to get a bit firm, and the mail body should reflect a sense of urgency. Also, mention all the previous instances where you have notified the client about outstanding dues. It would be a sensible step at this stage to attach an invoice copy along with the mail.
Overdue payment reminder email sample #1
Subject– Please clear overdue invoice (mention invoice number)
Respected (name of the client),
We are writing you this mail to bring to your notice that the invoice (mention invoice no.) is due for 15 days but it is yet to be cleared even after repeated reminders.
<Payment Link>
We request you to clear all outstanding dues as soon as possible. We are attaching a copy for the invoice for your reference. In case of any queries, do reach out to us.
Regards,
(Your name)
(Designation)
(Contact Details)
Payment outstanding reminder letter sample #2
Subject– Invoice (mention invoice no.) is now 15 days overdue
Hello (mention the name of the client),
Hope this mail finds you well. We would like to inform you that the invoice (mention invoice number here) is due for 15 days now. We have been sending timely reminders but are yet to receive our payment.
<Payment Link>
We request you to process the payment as soon as possible to avoid non-compliance with the agreement. A copy of the invoice has been attached for your reference.
Regards,
(Your name)
(Designation)
(Contact Details)
In such cases, when the payment is due for more than 30 days or a month, you can send a polite yet assertive final payment reminder email.
It will not only nudge clients to act but also demonstrate your professionalism and commitment to maintaining a healthy business relationship. Here are a few final payment follow-up email formats:
Payment follow up email template #1- Friendly Reminder
Subject: Friendly Reminder – Outstanding Payment Due
Dear [Client’s Name],
I hope this email finds you well. We greatly appreciate your business and the opportunity to work with you.
It has come to our attention that the payment for Invoice #[Invoice Number] dated [Invoice Date] remains outstanding. Despite previous reminders, we are yet to receive this payment, which is now overdue by more than a month.
We understand that sometimes unforeseen circumstances can cause delays, and we are here to assist you in different possible ways. If there is any issue or concern regarding the invoice or the payment process, please don’t hesitate to reach out to us. We are committed to finding a resolution together.
However, we kindly request that you prioritize this matter and submit the payment at your earliest convenience. Below are the payment details for your reference:
Invoice Number: [Invoice Number]
Invoice Date: [Invoice Date]
Invoice Amount: [Invoice Amount]
Payment Due Date: [Due Date]
We sincerely value your business and look forward to resolving this matter promptly. Thank you for your attention to this issue.
Warm regards,
[Your Name]
[Your Title]
[Your Company]
[Company Contact Information]
Payment follow up email template #2- Assertive Reminder
Subject: Final Notice – Outstanding Payment Overdue by One Month
Dear [Client’s Name],
I trust this email finds you in good health. We wish to bring to your attention an important matter regarding your account with [Your Company Name].
Despite previous notifications, we regret to inform you that the payment for Invoice #[Invoice Number] dated [Invoice Date] remains unpaid, and it has now been overdue for more than a month.
Here are the pertinent details of the outstanding invoice:
Invoice Number: [Invoice Number]
Invoice Date: [Invoice Date]
Invoice Amount: [Invoice Amount]
Payment Due Date: [Due Date]
We understand that unforeseen circumstances may have caused this delay, and we are willing to work with you to resolve any issues or concerns you have regarding this invoice.
It is our hope that we can swiftly resolve this matter and continue our positive business association. We appreciate your immediate attention to this final payment reminder.
Sincerely,
[Your Name]
[Your Title]
[Your Company]
[Company Contact Information]
Customer Relationship Management (CRM) software is among the best options available to automate reminder emails for payment to clients. Let’s explore the top CRM solutions that can help you streamline your payment follow-up process:
It’s important to note that CRM software is not limited by geographic boundaries. Whether you need to send an outstanding payment reminder email to a client in India or any other part of the world, a robust CRM system can accommodate these requirements.
When should you send a payment follow-up email to your client? Ideally, it is best to wait for a reasonable period before sending a reminder. For example, if your payment terms specify a due date of 30 days, consider sending a friendly reminder around 35th or 40th day. Which is around 5-10 days later.
This allows some grace period for the recipient to make the payment. However, if the payment hasn’t been made by then, sending a friendly reminder can be helpful.
Remember to keep the tone professional and polite, highlighting the importance of timely payment. Keep a balance between being persistent and understanding. Ultimately, choose a timing that aligns with your business policies and maintains good customer relationships.
There can be some instances when outstanding payment reminder emails would fail to elicit a response from your clients. Also, if this happens, you can try to contact your client on the phone or set up a face-to-face meeting with them. Or you can loop in the higher management while sending out follow up payment emails.
As a strong step, you can also utilize social media and highlight the client’s unprofessional attitude. But this step should be taken only in rare situations. Moreover, the goal should always be to get your dues clear in a professional and polite manner.
Key Takeaways
Conclusion
Small businesses and freelancers may frequently encounter such a situation where the client lapses on the payment. However, , for such scenarios, you should have payment reminder email templates ready at your beck and call. Remember that the key to a successful payment follow up email to clients is being forthcoming and professional at the same time.
Craft a well-structured email with a polite tone. Address the client by name, mention the outstanding amount and due date, help if needed, and express appreciation for the business relationship.
A payment reminder is a gentle reminder. It should be courteous, professional, and respectful in tone while conveying the importance of timely payment.
Compose a concise email with a subject line that conveys the purpose. In the main body, address the recipient politely, state the outstanding amount, due date, and possible payment methods. Express understanding and assistance if needed. Sign off professionally.
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