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Reminder letter for pending payment

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Reminder letter for pending payment
July 26, 2019 Anniversary Wishes 3 comments

A properly-worded overdue payment reminder letter is the perfect strategy indicate that invoice [invoice number here] is currently outstanding.

Letter of Reminder of Pending Payment

Letter of Reminder of Pending Payment :


Door Number and Street Name,
Area Name,
Town Name - Postal Code,
PHONE : 0000-00000
FAX : 0000-00000

25th March - 2008

Reference No. : MMM / KOLK / 90099

To :

Asia Book Store,
Accounts Dept.,
# 54, Car Street,
Madurai – 625 004.

Dear Sir,

In spite of our reminder to you dated 5th Feb. 2008 expressing our commitment of the closure of Accounts by March end, you chose to remain silent till now. But when our Mr. Prabu - Marketing Executive called on you, you have told him that the pending payment would be cleared before 18th of this month. Yet, there is no response from you end.

Please note that we have been very considerate with you all these months. We even granted more supplies, not bothering about the previous dues. So, just view things from our eyes and you will realize how lenient we wee with you so far.

As such, we once again remind you to expedite payment forthwith to avoid any embarrassing situation arising out of delay.


S. Ravichander
Accounts officer

Letter of Reminder of Pending Payment

Send a professional reminder letter to colleagues, customers, or vendors with the help of these editable templates and Pending Payment Reminder Letter.

How to Ask for Late Payments Professionally

reminder letter for pending payment

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


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


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.

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


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.

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


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.

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


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.

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How to Ask for Late Payment Professionally (5 Email Scripts)

reminder letter for pending payment

Email is an incredibly effective tool for credit control. Here at Chaser, we’ve seen that approximately 80% of unpaid invoices can be successfully collected through email chasing alone. As powerful as that is, a shocking number of finance teams don’t keep their email sword sharpened, and are likely to see drastically subpar success with their credit control.

Common unpaid invoice email aberrations include unfriendly tone, appearance of automation / lack of humanity, an aggressive or judgemental approach to overdue invoices, and even chasing payments from the wrong person entirely.

We get that writing invoice follow up emails from scratch is time-consuming and difficult, or that existing payment chasing email templates are ineffective or no longer have impact due to overuse. We understand that some customers reply venomously, ambiguously, or simply not at all. Then you have your clients who are always paying late no matter what..until you read this guide, of course.

Forget that - those problems are a thing of the past. Today we’re sharing our 4 most effective email templates to chase for payment and get your invoices paid. These are our own strong, tried and tested, best practice template samples, which are the default for our Chaser users. If you'd like to learn more about automating your credit control, consider signing up one of our weekly webinars here. Please feel free to save the following templates in your email client of choice and give them a try - you’ll be pleased with the results.

Before an invoice is due

Before an invoice is due, there’s only one job you need to focus on doing - ensuring the conditions are right for your customer to be able to make payment. Outside of raising and issuing invoices as close as possible to the sale date, the only other task you need undertake is politely inquiring if everything is on track for the customer to make payment by the due date.

This not only ensures your invoice is fresh in their mind and harder to “forget” to pay, it also goes a long way in building and maintaining a great working relationship.

Our best practice chasing payment email template for this situation is as follows.

Note that anything inside the italicised [square brackets] is a placeholder that you should replace with the appropriate information for your specific overdue invoices.

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

Hi [Recipient’s first name]

I hope you are well.

I just wanted to drop you a quick note to remind you that [amount owed on invoice] in respect of our invoice [invoice reference number] is due for payment on [date due].

I would be really grateful if you could confirm that everything is on track for payment.

Best regards

[Sender’s first name]

A clear and concise subject line works wonders. With most inboxes limiting the subject line to just a few words, it’s imperative that say as much as you can with as little text as possible. Couple this with the consideration of how many emails your recipient receives per day, you’re fighting a battle to get your email noticed and actioned.

Our testing has found the combination of your business name and the invoice reference number to hit the sweet spot. It lets the recipient know precisely who (in this case, your business’ name) and what this email refers to.

In the body of the email, an opening line of well wishes is a nice way for both you and your recipient to check yourselves and a reminder that you’re both fellow humans just trying to do their jobs. As a bonus, it’ll help lower any defensive guard they might have in place and help you towards achieving a mutually agreeable outcome.

The rest of the email is clear and concise, much like the subject line. Framing the inquiry as casual (here, “just wanted to drop you a quick note”) goes a long way to dial down the formality and diffuse any potential to be interpreted as harassing them about payment. Remember to cover off:

  1. The amount owed
  2. The invoice reference number
  3. The due date

Finally, just as the email was topped with well wishes, it’s equally nice to tail it with a polite inquiry about the progress of the invoice’s processing (here, “I would be really grateful”). Articulating your inquiry as such works wonders in building a friendly rapport with your customer and helping future invoices get paid quickly and easily.

Before you send this, don’t forget to attach a copy of the invoice. If they already have it readily on hand, no harm done, but it prevents getting held up by claims of “oh, I never received that invoice…”, should they arise. Of course, if you’re emailing them about multiple invoices, attach a customer statement as well.

When an invoice is early overdue

In the early days after an invoice is overdue, you no longer just want to politely nudge your customer to see if payment is on track. You should still be polite, of course, but your goal is now to get a payment date agreed as soon as possible.

Here at Chaser, we offer the following template.

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

Hi [Recipient’s first name]

I hope you are well.

We have yet to receive payment from yourselves of [amount owed on invoice] in respect of our invoice [invoice reference number] which was due for payment on [date due].

I would be really grateful if you could let me know when we can expect to receive payment.

Best regards

[Sender’s first name]

It follows many of the principles outlined for our Before Due email template. One key difference is the ask for when payment can be expected. This puts the (light) pressure on them to reply to you, as you’ve asked for a piece of information rather than just expressed the problem of the invoice being unpaid. It also pushes them to define a timeframe within which they will pay, creating another “promise” (beyond the original invoice) that they will be inclined not to break, lest they want to develop a reputation for being unreliable.

As with Before Due, remember to attach a copy of the invoice to again prevent getting held up by claims of “oh, I never received that…” (remembering to include a customer statement if emailing about multiple invoices).

We recommend Early Overdue emails are sent at a frequency of once every 1-2 weeks so that you project credit control competence to your customer but without harassing them.

When an invoice is late overdue

If you’ve chased a customer repeatedly for an overdue unpaid invoice without any luck, it’s time to change tactics. The best practice email template continues to try and achieve the goal of Early Overdue (getting a payment date agreed). The differentiators are letting the customer know late payment is not okay, and adding an element of urgency to payment reminders.

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

Hi [Recipient’s first name]

I hope you are well.

We have yet to receive payment from yourselves of [invoice amount owed] in respect of our invoice [invoice reference number] which was due for payment on [date due].

This invoice is now [number of days overdue] days overdue and is becoming really problematic for us. Please could you let us know about when payment will be made as a matter of urgency.

Best regards

[Sender’s first name]

You can see that along with the other templates so far, this still shares the core principles of clearness, conciseness, and politeness. Letting the customer know late payment is not okay is achieved with the line describing the late payment as “becoming really problematic for us.” This taps into your customer’s guilt about paying late but without getting aggressive or attacking them. Doing the latter will only put them on the defensive and not help you achieve a mutually agreeable outcome at all, not to mention sour the relationship.

The element of urgency is very literally spelled out in the body with the line “as a matter of urgency,” as well as made very clear with an “OVERDUE” in the subject line.

Again, remember to attach a copy of the invoice to prevents getting held up by claims of “oh, I never received that…”, should they arise, including a customer statement if emailing about multiple invoices.

When an invoice is paid
Whether it was early, on time, or two weeks late, when a customer pays an invoice you should be sending them “thanks for paying” emails. The impact can only be positive - they’ll either feel guilty about their late payment from your polite handling of it and endeavour to pay earlier in future, or they’ll appreciate you recognising them paying in a timely manner, reinforcing the relationship and ensuring future payments remain timely.

We recommend the following template for thanking your customers.

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

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.


[Sender’s first name]

As with all our above templates, the Thanks For Paying template follows many of the same core principles, such as clearness, conciseness, and politeness. This goes an enormously long way to building a great relationship with your customers and helping you get paid sooner in future.

Want more?

To learn about how you can automate your credit control process, speak with your Accountant or Bookkeeper about the Chaser app, and sign up for our free webinar here.

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The aim of the late payment reminder letter as a tool for managing receivables is to reduce the number of outstanding debts, and to avoid the.

Late Payment Letter Templates and Advice

reminder letter for pending payment

As a freelancer or business owner, you work hard to please your customers. You go above and beyond to ensure they receive the best product or service.

After all, your reputation is on the line and anything less will have prospects and customers running to your competitors.

The sad news is that no matter how hard you work or how great of a job you do, there will be customers who don’t pay on time.

Late payments are more than annoying—they’re crippling, especially to small businesses. A whopping 82% of small businesses fail because of poor cash flow management.

And what causes this? Clients not paying invoices in a timely manner.

There’s an estimated $825 billion in unpaid invoices to American small business owners. That’s about $84,000 owed per small business. That’s money that could go towards equipment, supplies, marketing, and employee salaries.

Instead, their business and livelihood becomes threatened by late payers. Here’s a look at the effect late payments have on small businesses:

  • 79% of owners can’t pay their own salary
  • 23% can’t afford to hire more employees
  • 20% stop marketing campaigns
  • 18% forego employee raises and bonuses
  • 23% can’t afford new equipment
  • 17% can’t afford more inventory

With on-time payments, SMBs would be able to hire an astonishing 2.1 million employees.

So how do you prevent this from happening to your business? Well, there’s a professional way to go about sending a payment reminder to customers.

Let’s take a look at what you can do.

First – Don’t Feel Intimidated to Send Payment Reminders

This is an issue that’s prevalent, especially among new business owners. They don’t want to badger a customer due to fear they’ll never return. But if you allow customers to get away with paying late or not at all, then what’s to stop them from doing it again in the future?

You’re a good business and you deserve good customers. Late payments are a red flag for bad customers.

But don’t let this deter you from trying to reconcile the relationship on a professional note.

Prevention is the Best Form of Medicine

Here’s a saying that you can apply to any area of your life or business. If you want to prevent late payments, then do something about it in advance.

You can do this by setting your terms and conditions early on. This way, your customers know what to expect once they enter into a business relationship with you.

Write up a document that goes along with your contract that details your terms for project or product payments. For instance, this can include how long a customer has to pay an invoice (7, 15, 30 days) and what happens if payments aren’t received before the due date.

Then when the time comes that a payment is late, you won’t feel as awkward about sending a payment reminder reiterating what’s in your terms and conditions policy.

Another option is to request a percentage upfront. This depends on your industry and what you’re offering.

People pay upfront for products all the time and you’ll also find some who pay 50% upfront for projects.

Upfront payment is a great way to offset some of the damage caused by late payments.

Notify Customers About Any Late Fees

You have the right to be paid on time. And you have the right to charge a fee for late payments. If you decide to go this route, be sure to notify clients ahead of time.

First, determine how much you’ll charge and after what point. For instance, you can charge a 3% late fee after 30 to 90 days. Some even take it a step further by charging additional fees per 30-day period until they receive payment.

Keep in mind your business relationship with customers. You don’t want to create policies that’ll scare away prospects before you get an opportunity to show them your quality.

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:


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


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.


{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:


{Your business name}: Invoice XXXX Payment Reminder


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:


{Your business name}: Invoice XXXX is PAST DUE


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}

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!

WATCH THE VIDEO ON THEME: Credit Limit & Payment Collection Management in Tally erp 9

The aim of the late payment reminder letter as a tool for managing receivables is to reduce the number of outstanding debts, and to avoid the.

reminder letter for pending payment
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