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Payment received email to client
October 17, 2018 Anniversary Wishes No comments

For the sake of this article, let's say your client is due to pay their invoice by “ With this reminder email, be sure to detail how the customer can get in you send them a receipt and acknowledge the payment you've received.

All businesses dread the day that they’ve handed over a product or provided a service, sent off the invoice using their preferred invoice app (what seems like years ago), and now the clock continues to tick by with no sign of payment.

It can be a frustrating and scary time for businesses, and who knows whether the payee has run off to nowhere.

As a responsible business, it’s your job to chase up your invoices to make sure they’re paid, but even though the payee is late, you still need to act professional and give the customer a positive experience where you’re not rude, and every party involved comes out a winner.

To help with this, sometimes sensitive process, today we’re going to explore the progress of how to respectfully request a payment from pending clients. We’ll even chuck in a sample script to get you started!

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Invoicing before the due date

For the sake of this article, let’s say your client is due to pay their invoice by the 1st of January.

Before this due date, you need to make sure everything is set up within your business for your customer to have an easy experience.

This means issuing the invoice as soon as it’s required, giving the customer more than enough time to pay.

Make sure the date is clearly described to them, and you detail your terms and conditions as to what happens if the customer pays late.

Send invoices directly after due date

Once the payment due date has come and gone, give it a couple of days before sending a gentle reminder to your customer.

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In most cases, if a customer has forgotten about your invoice, this is the only reminder they’ll need to pay.

“With this reminder email, be sure to detail how the customer can get in contact easily with you in order to organize a payment date and attach a copy of the invoice to remind them of their purchase.

You may send several reminders during the space of a month averaging once per week,” shares Mark Evans, a freelance writer at Paper Fellows.

Late reminders

When it gets to a month or more without payment, this is where you’ll need to start pushing for payment.

Here, you’ll need to remind your customers that leaving a payment this long is not acceptable and that you are now starting to consider legal action.

Again, make sure you detail how the customer can get in touch with you easily, and address the urgency of the matter. If the customer still doesn’t pay, it’s nowtime to seek legal action.

Perfecting your email script

Before you continue, it’s worth noting that you should maintain professionalism with a payee, even if the customer is mucking you around.

In order to maintain this image, you need to keep all your emails written to the highest quality.

If you doubt your writing abilities, Via Writing, StateOfWriting or Simple Grad are some great online tools that can help you.

Confirm invoice payment

When the customer pays during any stage of the process, it’s important to make sure you send them a receipt and acknowledge the payment you’ve received.

This creates a positive relationship with your customers and is a polite and respectful way to close that individual sale.

A sample script

This sample script will need to be edited by you when it comes to the different stages of the payment process, and depending on how late the payment is.

However, the top tips to remember here are to keep it clean and tidy with little room for misinterpretation.

Subject:

[Your Business Name] Invoice: [Reference or sale number]

Body:

Hey [Client name]

Thank you for your recent purchase from us.

Your invoice for this purchase is now due to the amount of [amount] and is expected to be received by [due date].

We would highly appreciate it if you can confirm this payment. Feel free to get in contact with us using the contact methods below if you require anything.

Thanks

[Your name here]

Conclusion

While requesting payment is not the most pleasant or interesting email you’ll ever write, it’s necessary for the success of your business.

Don’t make such a big deal of it and be polite and kind. Hopefully, these tips and the template will help you write a great payment request.

Let me know what you think in the mastermind!


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Written by Grace Carter

Grace Carter is a tech editor at BigAssignments (read Bigassignments.com review). There she works with a team of talented writers and collaborates with marketing department. Also, Grace teaches business writing at Eliteassignmenthelp.com, academic website.

We received your March 5th payment of $ which brings your balance to $0. Your account shows your year-to-date credit with Doe's has been outstanding.

Thank a Customer For a Payment

payment received email to client

6 min read

Thanking your customers for paying their invoices is an incredibly powerful manoeuvre. We’re big believers in it here at Chaser HQ. An almost-panacea in your credit control arsenal, a cleverly crafted ‘Thanks for Paying’ email can have positive impacts in a range of areas. From encouraging future timely payment through to eliciting further sales, the thank you for the payment email is a tool every elite finance team today is leveraging to beef up their credit control.

We’re about to blitz through four ways you can use ‘Thanks for Paying’ emails as a means to achieve your ends. Strap in and prep yourself, it’s that time of the week again - time to tune up your credit control.

Case 1: The bare minimum

By now you know the value of ‘Thanks for Paying’ emails - we’ve touched on it more than once. In case you need a quick refresher, we’ve got you sorted.

Whenever your customers make payment, whether it was on time or not, you should be thanking them for the payment. The benefits are deceptively simple - it bolsters the customer relationship and encourages timely payment in future. In no way can it harm, so make sure you’re at least emailing off a quick thank you every time an invoice is paid.

One very important thing to note is that ‘Thanks for Paying’ emails are largely effective in consistency. If your finance team is still running outdated, manual credit control practices, you open yourself up to the huge risks of forgetting to send them within 24 hours of payment being received, or forgetting to send them entirely. The benefits gleaned from sending ‘Thanks for Paying’ emails can be entirely undone by an inconsistent send rate. Thankfully, automated ‘Thanks for Paying’ emails are just one of many benefits automated credit control offers your business - something you should be looking into immediately. All finance teams should be automating credit control by now.

We recently offered up our own tried-and-tested, best practice ‘Thanks for Paying’ template - feel free to copy and paste and use for yourself.

Case 2: Turning PITAs into Superstars

You might’ve read Case 1 above and thought “Why should I thank the bastards that just paid me late?” A well-asked, if not vulgar, question. We’ve actually written an entire post on this.

If the customer in question very rarely pays you late, they’re not a PITA. No good can come of harassing them for a late payment here or there. Anything could have happened on their end, potentially out of their control, and they’re not so poorly self-aware that they don’t know they messed up. Thanking them in this situation goes a long way in showing them good faith - you’re showing them that you recognise they’re a good and valued customer, and this can only come back to reward you, whether it’s prompt payment in future or continued business loyalty.

If the customer in question is regularly paying you late (i.e. they are a PITA), they’ll be thrown off guard by your thank you. With their walls down and their guilt at an all-time high, you can positively influence them to pay more promptly in the future. If they have no further outstanding invoices with you, close out your email with something like:

“... really excited to continue doing business with you, but I noticed we weren’t quite able to get there with this invoice being paid on time. Is there anything we can do in future that will help?”

The positive framing of excitement to continue doing business, coupled with the light touch on the issue (notice we’re not accusing them), goes a long way in getting the message across without them throwing their defenses back up.

If they do have further unpaid overdue invoices with you, you can instead opt to push for them being paid soon with something like:

“Thank you for the payment of invoice X! Where are we with invoice Y?”

This provides you a natural conversational segue so that you can broach the topic of further unpaid invoices without turning accusatory, which will do little to help you as they throw their defenses up.

Case 3: Converting customers to direct debit

It’s no secret - direct debit can often be a far superior option to selling on payment terms. For the seller offering it as a payment method, they can benefit from healthier cash flow (payments always made on time), time savings and happier customers (less admin time spent on payments on both sides).

But, like any payment method, it does have its limitations. If you want to best leverage direct debit, our quick and dirty rules are offer it when your customer:

  • Is paying you on a regular, recurring basis (e.g. monthly)
  • Is paying you in sub-£5,000 (or other currency equivalent) amounts at a time

Basically, these criteria identify situations where the friction of paying invoices will outweigh your customer’s potential benefit of increased cash flow flexibility (from them retaining control of when payment is made).

If a customer you sell to on payment terms is suitable for direct debit, tack on a line at the end of your ‘Thanks for Paying’ email explaining:

  • Direct debit is a payment option for them
  • How direct debit will benefit them
  • The simple steps on how to switch to direct debit

GoCardless (a fantastic direct debit app that we included in our recent essential apps roundup for finance teams) has a couple of great guides you should read first - how to encourage customers to pay by direct debit, and how to assuage any concerns they may have.

Case 4: Securing further sales

One of our innovative customers, who is kindly letting us share their template below, closes out their ‘Thanks for Paying’ emails with a soft push for further sales. If your customer is coming to the end of a positive buying experience with you (something your ‘Thanks for Paying’ email will help with), innocuously offering up the option for further sales can work wonders in securing future business.

Note that anything inside the italicised [square brackets] is a placeholder that is replaced with the appropriate information for the specific customer and invoice in question.

Subject:

[Your business’ name]: invoice [invoice reference number]

Body:

Hi [Recipient’s first name]

I just wanted to drop you a quick note to let you know that we have received your recent payment in respect of invoice [invoice reference number]. Thank you very much. We really appreciate it.

If you would like to re-order please call **** **** **** or email *****@********.com

Thanks

[Sender’s first name]

For best results, make the experience as frictionless as possible, offering the easiest and most direct path to ordering (in the above case, a phone number and email address).

Do it every time

Those are our four best ways to take advantage of ‘Thanks for Paying’ emails. For every invoice, you should at the very least be following Case 1. This will give you a solid baseline, one that every elite finance team today is on.

But, you should always be keeping an eye out for suitable situations in which to employ Cases 2 through 4. With those, over time you’ll see healthier cash flow, fewer PITA Customers, less wasted admin time, and potentially increased sales.

Not bad for one quick email, right?

How do you use yours?

If you're using your 'Thanks for Paying' emails in an ingenious way, let us know! My ears are always open at [email protected]

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How to Acknowledge Receipt of Payment Via Email (With Templates!)

payment received email to client

Letters of demand

A letter of demand is usually sent when you have tried unsuccessfully to get your invoice paid and it is the right time to take more serious action. Often this is the final reminder letter before taking legal action. You can send it yourself or ask a lawyer to write it on their letterhead.

Before writing a letter of demand, it is important to send first and second reminder letters. These can be friendlier and help you maintain your business relationship with the hirer if this is important to you.

A letter of demand states how much is owed, what for and when the invoice needs to be paid. It may also include a warning that you will consider legal action if the debt is not paid by a particular date. The title 'Letter of demand' at the top of the page lets the hirer know you are serious about getting your money.

It is important to understand the consequences of sending a letter of demand. While ADR is an assertive approach, which can reduce damage to and even improve business relationships, sending a letter of demand could inflame a dispute. Even so, this action may be necessary to recover a debt.

Before sending your letter of demand, it may help to get some advice from someone who has had experience with debt recovery before. It is also important to find out who owns the business that owes you money, as it may not be the person with whom you made the original agreement. The best approach is to send your letter of demand to the person who owns the business.

Sample letter of demand

Letter of demand

[your business name, address and contact details]

[hirer's name and business address]

Dear [name of hirer]

I am writing in relation to the amount of $[amount 'including GST']. According to my records this was due to be paid by you on [date] and remains outstanding. My requests for payment are listed below.

The amount relates to [descriptionof services] provided to you at your request, on [date].

Please find enclosed a dated copy of the invoice and note that it specifies [describe payment terms and instructions]. I have also enclosed the following documents:

1.  [name of document]

2.  [name of document]

[Documents may include previous requests for payment andlist and enclose any other relevant documents that support your claim for the amount owing].

Please be advised that I demand payment of the invoiced amount [plus an amount of ${amount} for late payment interest as agreed in our contract dated {date}] within seven days of the date of this letter.

Late payment interest: The total amount owed may include late payment interest only if your written contract contains a late payment interest clause.

Payment should be made by [describe manner in which you would like to receive payment i.e. bank account for deposit or address for cheque to be posted].

If payment is not received within seven days of the date of this letter I reserve the right to take legal action to recover the monies without further notice to you.

Yours sincerely

[signature]

[your name and title]

[date]

Example: when to send a letter of demand

Abdul, an independent contractor, fixes computers for a living. One day, Troy, a small distribution business owner, called Abdul in a panic – his computer system had crashed and he was unable to process any transactions manually. Abdul understood Troy's situation and postponed two other jobs to help Troy with his problem. He was on site repairing Troy's computer within 30 minutes.

Abdul explained that he charged an hourly rate of $150 (plus GST) in addition to any required hardware. Troy agreed to pay 'whatever it took' to get his computer working again because his business depended on it.

It was a big job that involved replacing the hard drive. Abdul worked for six hours and installed a hard drive that cost $1,200. Abdul invoiced Troy for the cost of labour and parts – $2,100 plus GST. Abdul sent Troy an invoice with 14-day payment terms and details of the payment methods available.

Three weeks later, Troy had not paid the bill. Abdul phoned Troy, who said he would pay the invoice the next day. A further two weeks went by without the payment being made. Abdul tried to call Troy again, without success. Abdul decided to send a late payment reminder letter but Troy still did not pay the account.

After two weeks and more promises from Troy to pay, Abdul sent a second reminder letter explaining that if Troy didn't pay, Abdul would have difficulty paying his suppliers for the hard drive, which he had bought on credit. 

Abdul decided that he didn't want to do any more jobs for Troy. He was upset that Troy hadn't paid him after he had gone to so much trouble to help him at the risk of disappointing his other customers. Abdul decided to give Troy one last opportunity to pay the invoice by sending a letter of demand. If Troy doesn't pay the invoice soon, Abdul intends to apply to the Small Claims Court.

Letter of demand checklist

  • Have you have already tried friendlier means to recover the debt, such as a polite phone call or late payment reminder letters?
  • Does it include precisely accurate information? Could anyone say that something in the letter is false or misleading?
  • Does it include a late payment interest rate? (This should only be included if it was specified in the contract.)
  • Does it inform the hirer of any action you are not willing to take? (You should only mention action that you are prepared to take.)
  • Is it polite and respectful? (It shouldn't harass the hirer.)
  • Have you signed and dated it?
  • Have you attached copies of all relevant supporting documentation? (For example, a contract, invoice, first and second late payment reminder letters and any relevant emails, faxes or letters.)
  • Have you kept a copy of the original documents and the signed letter of demand?

Important: Make sure you send the letter by registered post and that you request a 'signed proof of delivery' card (keep this card in case you need it as evidence in court later).

Getting a lawyer to write a letter of demand

A lawyer can write a letter of demand for you on the law firm's letterhead. This can sometimes encourage the hirer to pay the debt promptly. Most law firms charge a set fee to write a letter of demand on your behalf. This can be a relatively inexpensive and effective way of recovering your debt. Make it clear to the lawyer that the letter of demand is all you are asking for. Getting advice from a lawyer will usually cost you more.



When to send a payment request email to a client? A clear call to action and asking the client to confirm they received the email will lessen.

Requesting payment from your client doesn’t have to be hard: here’s how

payment received email to client

As a small business owner, you’ve probably streamlined your business finances down to a science. You know exactly how to create your invoice, and you send it out immediately after completing a job. Despite your organization, however, it’s pretty much inevitable that a few of your customers will fail to pay their invoices on time. And, when that day comes, you’ll probably wonder how to send a payment reminder professionally.

If a client doesn’t pay you on time, you might be tempted to let that delinquency slide to avoid confrontation. Or, on the other end of the spectrum, you might feel like you need to be a little too harsh when you send that late payment reminder email.

How do you strike that balance, then? What’s the best way to send a polite payment reminder email that’s firm enough to get you the compensation you need for your hard work? (And, not to mention, for tax purposes, since it’s not always possible to write off unpaid invoices.)

We take the guesswork out of the occasionally uncomfortable, but crucial, task of requesting late payments from delinquent customers. These five professional payment reminder email templates will help you feel like you have a handle on your late payments—even if you need to get to red-alert status—and, hopefully, get you your balance due.

And, if sending late payment reminder emails still makes you cringe, we’ll show you a few other solutions for late payments as well. If overdue payments are threatening your business’s cash flow, and you need an immediate solution, consider invoice financing.

How to Ask for Late Payment in an Email: 5 Email Templates to Follow

The best practice, of course, is for your customers to send payment immediately after receiving your invoice. However, “best practices” is never guaranteed. So, if you’re waiting on a bill from a job you completed weeks ago, and you’re worried about a late payment, it’s smart not to wait for that late payment to occur. Rather, send your first follow-up email a week before the payment due date.

Then, if you’re facing a late payment, you’ll need to continue sending follow-up emails until you receive your bill. 

Asking for late payment can be tough, but the key is to modulate your tone across these reminder emails. You’ll need to be equal parts polite and firm—but, depending on how late that payment is, your tone may need to tip in one direction more than the other.

We’ll show you exactly what to write, and when to hit send:

1. Initial Reminder: One Week Before the Bill Due Date

Email subject: Follow-up on invoice #10237

Message:

Hi John Doe,

I hope you’re well. This is just to remind you that payment on invoice #10237, which we sent on March 25th, will be due next week.

I’m sure you’re busy, but I’d appreciate if you could take a moment and look over the invoice when you get a chance. Please let me know if you have any questions.

Thank you!
Jane Doe

Why this payment reminder works: Your first reminder should be short, friendly, and informative. There’s no need to bother your customer with too much information, and you don’t need to request payment straight away as the bill isn’t due yet. In this email, the customer should recognize that you regularly track your invoices, so you’ll get back in touch with them if they don’tsend their bill on time.

2. Second Reminder: On the Day the Payment Is Due 

Email subject: Invoice #10237 is due today

Message:

Hi John Doe,

This is just a reminder that payment on invoice #10237 (total $5,400), which we sent on March 25th, is due today. You can make payment to the bank account specified on the invoice.

If you have any questions whatsoever, please reply and I’d be happy to clarify them.

Thanks,
Jane Doe

Why this payment reminder works: This is one of the most important emails in the sequence, since you’re requesting your first call to action to your customer to make their payment. It should be short, straight to the point, but still friendly—that bill isn’t technically overdue yet!

3. Third Reminder: One Week After Late Payment Was Due

Email subject: Invoice #10237 is one week overdue

Message:

Hi John Doe,

Our records show that we haven’t yet received payment of $5,400 for Invoice #10237, which is overdue by one week. I would appreciate if you could check this out on your end.

If the payment has already been sent, please disregard this notice. And if you’ve lost this invoice, please let me know, and I’d be happy to send you another copy.

Thanks,
Jane Doe

Why this payment reminder works: This is the first email addressing that the invoice is overdue, so you’ll want to start firming up your tone. Include details about the invoice such as invoice number, amount due, and repayment timeframe for a clearer reminder of what the customer owes, and when they owed it. Also offer a copy of the invoice, as sometimes they do get lost or accidentally deleted.

4. Fourth Reminder: Two Weeks After Late Payment Was Due

Email subject: Invoice #10237 is two weeks overdue

Message:

Hi John Doe,

I wrote to you several times to remind you of the pending amount of $5,400 for invoice #10237. As another reminder, payment was due two weeks ago.

If you have any queries regarding this payment, please let me know. I’ve also attached a copy of the invoice to this email, in case the original was lost or deleted.

Could you reply to this message and let me know you’ve received it? Thank you.

Regards,
Jane Doe

Why this payment works: Okay, now it’s time to get more direct. In this email, you should clearly ask for payment, and ask the client to confirm whether they have received the message. That way, they have one less excuse to ignore your email.

5. Fifth and Final Reminder: One Month After Late Payment Was Due

Email subject: Invoice #10237 from 3/25 is overdue—please send payment ASAP

Message:

Hi John Doe,

This is another reminder that I have yet to receive the $5,400 owed on invoice #10237. Please be aware that, as per my terms, I may charge you additional interest on payment received more than 30 days past its due date. 

Again, please reach out if you have any questions on this payment. Otherwise, please organize for settlement of this invoice immediately.

Kind regards,
Jane Doe

Why this payment reminder works: At a full month overdue, and several ignored attempts to reach out to the customer, you’re entitled to take a tougher approach about reclaiming your compensation. But don’t let it get personal. Making accusatory statements toward your customer undermines your professionalism. 

What If Email Reminders for Overdue Payments Don’t Work?

If you still haven’t received payment after a full month, it’s time to step out from behind the email curtain and call your client directly. First of all, it’s possible that your client changed email addresses, or accidentally provided you with an incorrect email address. Or, if you’re working with a larger institution, you may be sending your invoice requests to the wrong person or department.

Either way, it’s always more effective to speak directly with your client, person to person, than it is to send an email. That way, you’ll give them the firm but kind reminder that they need to pay up, and hear their side of the story firsthand.

A Better Strategy? Prevent Late Payments in the First Place

Even with these email templates to arm you, you still might feel a little uncomfortable chasing down your customers for their money. So, the best way to avoid that discomfort is to prevent the possibility of late payments in the first place.

Implement these invoicing tips upfront, as they may help you avoid late payments down the line.

  • Be honest: If you’re at all concerned about the possibility of overdue payments, gently make your client aware of your repayment terms either before or right after signing on for a job. That way, you won’t leave it up to chance that your customer will (carefully) read your repayment terms when they receive their first invoice.
  • Be clear about your time frame: Often, business owners write “Due upon receipt” as their repayment terms on their invoices. But that’s a little vague, and it leaves too much room for your customers for incorrect interpretation. Instead, clearly indicate your repayment time frame in terms of days, e.g. “Due 30 days after receipt.”
  • Charge interest on late payments: Just as you’re privy to interest charges on late business credit card payments, your clients can also be held financially accountable for paying you late. Clearly indicate the terms of your interest charges directly on your invoice. If you’re not sure how much to charge for late payments, first read up on best practices when including finance charges on your invoice.

It also helps avoid overdue payments if you send your invoice to your customer immediately after you complete a job. When your goods or services are still fresh in the customer’s mind, they are more likely to pay you on time.

One other tip is to provide early payment discounts to your customers. When your customers pay early, offer a small discount like 1% off. This might not seem like much, but it could be just the nudge to get your customers to pay you on time.

With Late Payments, Be Professional—And Kind

If your invoice payment is seriously overdue, it can be hard to keep your cool. After all, “doing business” means more than doing your job well. It also means receiving timely compensation for your hard work. So if you don’t receive that compensation, you’re more than entitled to be diligent about tracking that money down.

Keep in mind, though, that late payments are rarely a personal affront. Most of the time, delinquent customers have simply been busy, distracted, or dealing with an overflowing email inbox and lost or forgot about your invoice in the process.

So, whether you’re sending an initial reminder about an impending payment deadline, or if you’re checking in on the status of a weeks-late invoice payment, remind yourself that you and your customer are both human beings. And human beings make mistakes! Maintain that attitude even when you need take a firmer approach toward reclaiming your compensation.

If you follow the email sequence and tips above, you’ll definitely notice your overdue invoice pile going down. But you’ll also ensure that you’re establishing and preserving trust between you and your client, which, in the long run, is just as important in running a successful small business.

Editorial Note: Fundera exists to help you make better business decisions. That’s why we make sure our editorial integrity isn’t influenced by our own business. The opinions, analyses, reviews, or recommendations in this article are those of our editorial team alone. They haven’t been reviewed, approved, or otherwise endorsed by any of the companies mentioned above. Learn more about our editorial process and how we make money here.

When to send a payment request email to a client? A clear call to action and asking the client to confirm they received the email will lessen.

payment received email to client
Written by Gardale
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