Follow up with clients for payment by sending polite, firm, and prompt email reminders, starting on the due date and increasing frequency if needed. Keep messages concise, include the invoice, state the amount owed, and provide clear payment instructions to avoid confusion.
Key takeaways
Tips for writing an effective payment reminder email
Best practices for writing follow-up emails
Aim for a clear and polite tone. Include your branding and the invoice number so it's easy for your client to identify. In a payment reminder email, it's important to be clear and courteous. Mention the overdue balance, invoice number, and due date clearly while being respectful.
Hi [Client's Name], this is [Your Name] from [Business Name]. Your payment of [Amount] for [Service] on [Date] is overdue. Please pay by [New Due Date] using [Payment Link]. Let me know if you need assistance.
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.
But first, let's look at how to schedule your follow-ups.
Email reminders
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.
How to ask someone to pay you for work
Here are some sample messages you could use: Template 1: "We wanted to remind you that a balance is still due on the service invoice. Please take care of this payment as soon as possible to avoid late fees." Template 2: "As a friendly reminder, your invoice for the service is coming due soon.
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In spite of all the noise and hype involving customer service these days, it truly boils down to one simple, age-old truth, often referred to as the Golden Rule: "Treat others as you would want to be treated."
What is the 3 F's method in customer service? The "Feel, Felt, Found" approach is believed to have originated in the sales industry, where it is used to connect with customers, build rapport, and overcome customer objections.
Use Polite Language
Start your follow-up message with a polite apology for the inconvenience and clearly explain why you need a response. For instance, you could write, “I apologize for pressing the matter, but I need your response to proceed with the project.”
Here's a quick checklist to ensure your follow-up text hits the mark every time:
Overdue gentle reminder payment emails
This is a reminder that your payment for invoice #12345 is overdue. The payment due date was [date], and we have not yet received payment. Please make a payment as soon as possible. Contact us if you have any questions or concerns.
Alternatives to “Just checking in” include opening your message with context, requesting a specific status update, sending a friendly reminder, and asking your recipient for any questions or concerns.