Creating Payment Reminder Templates for Customers

Now, it’s time to take a proactive approach to late-paying customers. You can create a template
you can use over and over, tweaking details to fit the situation.

Next, let’s take a look at how you can craft late payment reminders for your clientele.

Before the Invoice Due Date

You don’t have to wait until the payment is due or past due to reach out to your clients.
Emailing them on the day the payment is due will only make you appear desperate and
unprofessional.

And waiting until after it’s due to send your first email won’t help with on-time payments. The
goal is to send your first email a week or so in advance of the due date so the payment arrives
promptly.

This is helpful for clients who have a track record of paying late. For new clients or clients that
regularly pay on time, this step might not be needed.

Here’s a quick checklist of what should be included in your first payment reminder email:

1. A clear subject line detailing what the email is about

2. An opening line that’s warm

3. State the purpose of the email in a non-harassing tone (include amount owed, invoice number,
and due date)

4. Inquire about the progress of the invoice

5. Include a copy or link to the invoice for prompt payment

Here’s an example of an email you can send prior to your invoice’s due date:

Subject:
{Business Name}: Invoice #XXXX for {Product/Service}

Body:
Hi {Client’s Name}

I hope all’s well since the last time we spoke.

 Just wanted to touch base with you regarding the pending invoice for {invoice amount}, which
is due on {due date}.

It would be greatly appreciated if you can confirm that everything’s on track for payment. Also,
wanted to make sure you avoid a late payment fee of {late payment charge} that kicks in after
{date}.

I’ve included an attachment/link to the invoice for your review.

Let me know if you have any questions or concerns.

Thanks!

{Your Name}

In this email, you want to make sure that it’s light and friendly, but at the same time clear and
concise. This way, your response won’t be off-track.

This should get you a reply addressing your concerns of on-time payment. At this time, they’ll
either say yes, the payment will be authorized accordingly. Or that there’s an issue needing
resolving before this can take place.

When the Invoice is a Few Days Late

Once your invoice is past due for a couple of days, it’s time to send an email that’s a bit more
firm (but still professional).

Think of the letter you receive from your cable company when you forget to pay your bill on
time. It kindly requests that you send payment immediately to avoid future interruption of your
services.

It doesn’t come off as rude and it lights a fire under you to act quickly before you lose your
precious internet and cable TV.

You want to do the same in your followup email. In this correspondence, you should include:

1. Everything from the first email

2. Inquire about ETA for payment

3. Link or attachment to your invice

4. Reminder of payment terms/late fees
Here’s a quick example:

Subject:
{Your business name}: Invoice XXXX Payment Reminder

Body:
Hi {client’s name}

I hope everything’s great on your end.

I’m writing to notify you that we’ve yet to receive payment on invoice {invoice number} for the
amount of {invoice amount}, which was due {due date}. A late fee was added on {past due date}
in the amount of {fee amount}, changing the amount to {new invoice amount}.

We kindly request that you verify an ETA for the past due payment and late fee. If payment isn’t
received before {next late fee increase date}, an additional {late fee} will be charged.

We’re hoping this can be avoided. Please get back to us at your earliest convenience so we can
work out this matter.

Kind Regards,

{Your Name}

The difference in this email is that there’s more emphasis on the invoice’s past due date, late
fees charged, and future penalties if not handled accordingly.

It makes the client aware of the situation, in case they forgot. And lightly pressures them to act
quickly.

When Payment is Overdue

You’ll know the time to send this email based on your terms and conditions. If you give your
customers 60 or 90 days to pay, then this email should be sent around this point.

This is the final correspondence before matters are escalated into a legal case (or transferred to
collections).

In this email, you want to instill everything from your first and second email, but with the
additions of:
1. How overdue the payment is

2. What will happen next

Here’s a look at an example:

Subject:
{Your business name}: Invoice XXXX is PAST DUE

Body:
Hi {client’s name}

I hope this email finds you and you’re doing well.

We’ve yet to receive payment for invoice {invoice number} in the amount of {amount with late
fees}, which was originally due on {due date}.

The current invoice amount is {invoice amount with late fees} and is {days overdue} days past
due. The tardiness of this payment is becoming problematic for us so please kindly let us know
when payment will be made, since this is now an urgent matter.

If we have still not received your payment by {final date}, we will be forced to escalate this
invoice to our legal team.

Kind Regards,

{Your Name} render

Automating Your Payment Reminders

It’s always good to stay in contact with customers in regards to your invoice payments.
However, there’s another method you can use to automate the process.

Besides creating email templates for your payment reminders, you can use invoicing software
like invoicely. This platform allows you to create and send invoices, as well as set up intervals
for payment reminders.
Combining this with your emails can help ensure your clients are reminded of the amount owed
and provided with a link to submit a convenient payment online.

Creating a payment system that’s thorough is the key to getting paid on time. Set your terms
and conditions and follow through with sending out payment reminders.
If you’re a business owner, let us know in the comments how you handle late client payments!