Send payment reminders by being polite, clear, and direct. Include the invoice number, amount due, and a direct payment link. Use a friendly tone for early reminders, and become firmer as the due date passes. Common channels include email or text.
Payment reminders before the due date
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. Let us know if you need any assistance!
Hi [Client's Name], I hope this message finds you well! Just a quick reminder about your upcoming payment of [Amount] for [Service] on [ Due Date]. You can pay here [payment link] or let me know if there's an issue. Thanks!
Dear [Recipient Name], I hope you're doing well. I just wanted to send a gentle reminder about [Subject], as it remains unresolved. This matter is quite important, and I kindly request your prompt attention and response.
Be specific, concise, use soft words, and frame it as teamwork to express gratitude.
Reminder message:
Hello client name, This is a reminder that invoice #123, which you should have received on March 20, is due today. You may pay by check, by credit card, or online through our payment link. Please let us know if you have any questions or need assistance with the payment process.
Start friendly (days 1-7)
A short message works best: "Hi [Name], I just wanted to send a quick reminder in case the invoice has been overlooked. Could you let me know when payment might be made?" Include the invoice number, amount, due date, and payment link so it's easy to action.
We understand that it may be a busy time, but we wanted to remind you of your outstanding payment on invoice # [number] due [date]. We have attached an additional copy of the invoice for easy reference. If you have any questions regarding your payment, please don't hesitate to reach out.
This is a friendly reminder that your payment for [invoice number or description] is due on [due date]. You can make the payment using [payment method/link]. If you've already made this payment, kindly disregard this message. Thank you for your prompt attention to this matter, and I truly appreciate your business!
Hi [Name], I hope you're doing well! This is a friendly reminder that invoice [number], totaling [amount due], is due for payment on [Date]—one week from today. Please feel free to contact me if you have any questions about the invoice or payment details.
Send reminders a few days before the due date, on the due date, shortly after the payment is overdue (e.g., 1–7 days), and at escalating intervals if the payment is still outstanding.
If a customer still hasn't paid on this late invoice, follow up on your initial email after one week with a friendly payment reminder. If that doesn't work, send another reminder in two weeks, then one month later. Be clear about how late the invoice is and ask them to reach out if they have questions or concerns.
I hope you are well. We have yet to receive payment from yourselves of [amount owed on invoice] in respect of our invoice [invoice reference number] which was due for payment on [date due]. Could you please let me know, as a matter of urgency, when we can expect to receive payment?
Here's how to do it:
“Hi [customer name], your payment of [amount] for invoice [number] is due on [date]. Please arrange payment to avoid late fees. Thanks, [company name]. [Link].”
Send a polite but direct email on the due date
You can emphasize your desire to help by pointing out multiple payment options and asking if they have any additional questions regarding payment.
Consider the following:
That's why your first message should be friendly. Send them a short email reminding them of a previously sent invoice and give them a new deadline for payment. Don't start off by threatening legal action.
A gentle reminder message sample usually starts with a polite opening, briefly states the purpose (e.g., following up on [Topic/Meeting/Invoice]), acknowledges the recipient might be busy, and asks for an update or action, making it easy to respond, often with a simple "Thanks!" or "Let me know if you need anything". Key elements include a clear subject line like "Quick Follow-Up on [Topic]" and a helpful tone that offers assistance if needed, rather than demanding an immediate response.
10 most common excuses for late payments
After 30 days, generally, the late payment will appear on your credit report. Late payments generally stay on your credit report for 7 years from the date of the missed payment, though the older a late payment is, the less of an impact it typically has on your credit score.
Sending a reminder 1-2 days before the meeting is ideal. Your message should include the meeting agenda, time, date, and any necessary links or dial-in information. For example, a freelancer scheduling a project update call might write, "This is a gentle reminder for our meeting on June 1, 2024, at 10 AM.
5 Payment Request Email Templates