Politely following up on payments involves sending a friendly, direct email one day after the due date, attaching the original invoice, and maintaining a professional tone to preserve client relationships. Use a structured, escalating approach: start with a gentle reminder, followed by firmer notices after 1-2 weeks, and consider phone calls if necessary.
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.
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 [Name], This is a friendly reminder that we haven't received payment for invoice [Invoice Number]. The payment was due on [Due Date]. We're not aware of any outstanding issues or reasons for non-payment, so we would like to respectfully ask you to make payment as soon as possible.
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.
How to chase late payments
I hope this email finds you well. I wanted to politely remind you about Invoice [Invoice Number], which is currently [Number of Days] days overdue. The original invoice was sent on [Date] and the due date was [Due Date]. The total outstanding amount is [Amount Due].
When politely reminding someone of payment, you should include the following information in your payment reminders:
Set Clear Consequences
Hi [Client name], Invoice #12345 for $[amount] is now [number] days past due. Despite my previous follow-ups, I haven't received payment or communication about this outstanding balance. Please remit payment within 5 business days to avoid additional fees.
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.
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.
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!
What To Say Instead of “I Just Wanted To Follow Up”
Consider the following:
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.
How to Politely Remind Client to Pay You: 10 Actionable Tips
Call them if they still don't pay you
There's a chance they haven't read your emails or something occurred that prevented them from responding or making the payment. When calling, explain who you are, why you're calling and why they need to pay you. Keep a friendly tone and try again if they don't answer right away.
Tips for writing an effective payment reminder email
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.
I just wanted to send a friendly reminder to you about the payment of (amount of payment) for (whatever it's for). It was due on (date). I appreciate you checking up on this. Please let me know if you have any further questions.
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.
Getting a Client to Pay an Invoice after Nonpayment