When a payment is delayed, send a polite, clear, and direct message that assumes the best (e.g., that the invoice was overlooked) while requesting a specific update. Use phrases like, “Just a friendly reminder that payment for invoice [number] was due on [date]”. Keep it professional by focusing on facts and providing the original invoice again to speed up the process.
Talking Points
“We haven't received your invoice”
Or you can ask your client to send you an email acknowledgement upon receipt of your invoice. Either way, you'll have time to re-send your invoice, if necessary. You can also send a reminder email to your client one week before your invoice is due for payment.
To politely ask for late payment, send a friendly, factual reminder email the day after the due date, including the invoice number, amount, and a link to the original invoice, keeping a helpful tone and offering assistance for any questions or issues, while gently escalating firmness with subsequent reminders if needed, but always maintaining professionalism and offering payment options.
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].
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.
Be courteous and professional: Always start your communications with a polite greeting and an expression of gratitude for the business relationship. Clearly explain the situation: Specify the details of the unpaid invoice, including the past due date, and politely request an update on the payment status.
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!
Dear [Name], Further to my previous correspondence, I am contacting you regarding late payment for invoice [Invoice Number]. The invoice was due on [Due Date], and payment is now overdue by [Number of Days Overdue]. Be advised that late payment interest may be applied if we do not receive payment within 30 days.
It looks like we haven't yet received your payment of [<<Insert owed amount>>] for Invoice [<<Insert invoice number>>] incurred on [<<Insert purchase date>>]. As a friendly reminder, you'll need to provide full payment by [<<Insert due date>>] to avoid incurring any additional charges per our late payment policy.
15 Ideas for Handling Late-Paying Customers
belated delinquent outstanding tardy unpaid.
Provide a reason for your delay
To help the recipient better understand your tardy reply, provide them with a reason for it. For example, you may have been on vacation or had a family emergency. Giving a reason for your delay can help the recipient better understand the situation.
10 most common excuses for late payments
To professionally say "delay," use phrases like "I apologize for the delay," "running behind schedule," "postponed," or "deferred," often paired with a brief reason and a solution (e.g., "running behind schedule, I'll provide an update by 2 PM") to show responsibility and proactive management, not just an apology. Frame it with gratitude, like "Thank you for your patience," and focus on next steps, like providing a new timeline or solution.
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!
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.
Responding to a late payment email involves addressing the issue promptly and professionally. Start by apologizing for the delay and acknowledging any inconvenience caused. Be transparent about the reasons for the late payment, without oversharing personal details.
Generally, lenders report a missed payment when it is 30 days past due. That doesn't mean it's always OK to take 30 additional days to make your payment. Depending on the bill and the lender, you may be subject to late fees or other penalties even if the late payment isn't reported to credit reporting agencies.
How to write good reminder emails
To politely remind someone, use a friendly tone with phrases like "Just a gentle reminder" or "Following up on..." in a concise message, acknowledge they might be busy, provide context, and offer help, often by replying in the original thread to make it easy for them to recall. Timing is key, with mid-mornings on weekdays being ideal, and a simple question mark should be avoided as it can seem passive-aggressive.
The following alternatives are clear-cut and could be used in place of I just wanted to follow up.
Instead of “gentle reminder”, you can use alternatives like “friendly reminder” or “kind reminder” to maintain a polite tone without sounding repetitive. Other polite reminder email phrases to consider include: “Just checking in…” “This might have slipped your mind”