To ask for a payment status, send a direct, polite email including the invoice number, amount due, and original due date. Keep the tone professional, assuming the oversight was accidental in early reminders. Reattach the invoice, provide payment options, and ask for an update on the payment schedule.
Arrange your message with: a clear subject line, a friendly greeting, the purpose of the email, precise payment information, a call to action, optional payment options, an offer to help, and a polite closing. This approach encourages timely payments and keeps good client relationships.
Tips for writing an effective payment reminder email
How to write a good “payment received” email: 5 practical tips
In-Summary: How to Ask for Payment Politely and Professionally
Day of due date: Follow up with a polite reminder that payment is due today. 3 days after due date: Send a gentle overdue notice in case the payment slipped through the cracks. 1 week overdue: Use a firmer but still polite tone to request payment. 2 weeks overdue: Reference contract terms and potential consequences.
I wanted to reach out because my records indicate that payment for invoice number [#] is two weeks late. Do you have any updates on when this should be received? I've attached the invoice here [invoice link] for your convenience. Please let me know if there's any way I can be of further assistance.
Keep it polite.
Use a professional and respectful tone to avoid appearing pushy. For example, phrases like “I wanted to kindly check in” balance persistence with politeness. Avoid overly frequent follow-ups, which can seem intrusive; spacing them out by a week is typically a good rule of thumb.
Use the request for a status update as a CTA, and make it time-sensitive so you're more likely to get a response. I'd love to hear how things are going with the latest Infographic design brief. Could you give me a quick status update by the end of the day?
Late payments happen for various reasons.
Customers tend to forget, mistakes on invoices arise, technology issues arise, and economic uncertainties lead clients to request more time. If you're dealing with checks, there's another set of possible delays from when the check is sent to when it's processed.
The ideal follow-up template should be clear, concise, and actionable. Start with a polite greeting, state your purpose in a couple of lines, and end with a clear call-to-action that guides the client on what to do next. A short but compelling subject line – try to include part or all of your request if possible.
Consider the following:
How To Handle Late Payments
These can help more customers pay on time. Hi [Name]. A friendly reminder that your payment of [Amount] for [Service] is due on [Date]. Please pay on or before that date to avoid any late fees.
How to Ask Politely Without Sounding Pushy
Best practices for writing follow-up emails
The main things to keep in mind when writing a polite follow-up email is to be brief, focus on adding value, and include a call to action. If you follow these tips you can avoid wasted time sending follow-ups that don't get responses and start getting answers!
Let's get a step-by-step process of how to politely and professionally ask for an update.
Dear [Customer's Name], Thank you for your recent purchase from [Your Company Name]! We're pleased to confirm that your payment of [Payment Amount] has been successfully processed. You can track your order status or view your invoice by visiting [link to Account/Order Page, if applicable].
What should I include in every payment reminder email?
If a day passes after your due date, email the client to request your payment. Keep the email friendly, straightforward, and actionable. Let the payer know you have attached the invoice to the email and share your payment details. Conclude politely and mention that you'd love to work with the client again.