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This is a friendly reminder payment

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This is a friendly reminder payment
August 31, 2018 Wedding Anniversary Wishes 3 comments

Friendly Invoice Payment Reminder Email payment reminder email sample.

Overdue payments can cause chaos for small businesses. If your incoming cash is intermittent and unpredictable it’s much harder to manage your outgoing cash. Organising and polishing your overdue payment reminder communications is critical to having a functional collections process.

One of the best things you can do to encourage your clients to pay on time is to communicate with them regularly via an organised set of payment reminder emails.

But what to write in the emails? It’s important that all your communications reflect your brand and are professional and polite. You don’t want to ruin a good relationship with your client!

We’ve put together four separate overdue payment reminder templates, to help speed up your collection processes.

All the overdue payment reminder templates are customisable and ready for you to simply copy and paste and fill in your information.

Fluidly helps you distinguish your good and bad payers, showing you how long overdue your invoices are, so you can take appropriate action.

1. Reminder ahead of due date

Before an invoice is due, you should send your client an email detailing all the required information that is necessary for payment on time.

It’s a good idea to do this at this point so that you don’t get forgotten about. Ask the client to confirm that they have received the invoice, and acknowledge that the invoice is not yet overdue.

You might also enquire about whether there are any known issues that would delay payment. It’s helpful for you to know the expected date of payment when an invoice is going to be late.

Reminder email template

Subject: [your company] – [invoice ref number]

Dear [client name],

I’m contacting you on behalf of [your company] with regard to the following invoice:

[invoice ref number] / [invoice balance]

This invoice is due for payment on [invoice due date]. It would be greatly appreciated if you could confirm receipt of this invoice and advise as to whether payment has been scheduled.

I have attached a copy of the invoice for your reference. If you require any further information from our side, please let me know.

Best wishes,

[sender name]

Download a free payment reminder template [401kB]

2. Invoices less than 14 days overdue

When invoices are overdue by a few days, it’s appropriate to send the first communication to chase the payment up. When enquiring about late payments you should always be professional and polite in tone, and it’s important not to come across as accusatory.

If you charge for late payments, then this reminder is a good place to reiterate what the charges are.

First overdue payment reminder template

Subject: [your company] – Overdue Payment – [invoice ref number]

Dear [client name],

Further to my previous correspondence, I’m contacting you on behalf of [your company] with regard to the following outstanding invoice

[invoice ref number] / [invoice balance]

This invoice is now overdue (due: [invoice due date]).  It would be greatly appreciated if you could advise as to payment status.

If there are any issues delaying payment (e.g. missing invoice, incorrect information etc.) please do let me know and I can send the relevant information as the due date for this invoice has now passed.

I have attached a copy of the invoice for your reference.

Best wishes,

[sender name]

Download a free first overdue payment reminder template [401kB]

3. Invoices more than 14 days overdue

Once a payment becomes overdue, remember that you are legally entitled to add interest and compensation to an overdue payment. If you choose to employ these rights for your business, make this clear in your letter.

Second overdue payment reminder template

Subject: [your company] – Overdue Payment – [invoice ref number]

Dear [client name],

Further to my previous correspondence, I’m contacting you again on behalf of [your company] with regard to the following outstanding invoice:

[invoice ref number] / [invoice balance] / due date: [due date]

If you need any further information or documentation in order to pay this invoice, please let me know so I can provide this. Otherwise, please advise as to the status of this payment as it is now more than 14 days overdue.

I have attached a copy of the invoice for your reference.

Thanks for your help,

[sender name]

Download a free second overdue payment reminder template [401kB]

4. Extremely late invoices

At this point you have contacted your client repeatedly for payment on an overdue payment without any luck, this communication should let your client know that you are looking into other means to collect your payment.

Remember you are legally entitled to add interest and compensation to an overdue payment. If you choose to employ these rights for your business, make this clear in your letter.

This letter gives your client one more opportunity to pay, before you decide to proceed with legal action. This letter escalates the severity of the late payment.

Final reminder email template

Subject: [your company] – Final Reminder – [invoice ref number]

Dear [client name],

Further to my previous correspondence, I’m contacting you once again on behalf of [your company] with regard to the following outstanding invoice:

[invoice ref number] / [invoice balance]

This invoice was due on [due date] and remains unpaid.

Given the lack of response on your side after several attempts to contact you, we will shortly begin legal proceedings in order to receive the monies owed to [your company].

Immediate payment will result in us closing this issue without need for legal action.

I have attached a copy of the invoice for your reference.

Regards,
[sender name]

Download a final overdue payment reminder template [401kB]

5. Automate your overdue payment reminders

At Fluidly, we know that time can be of the essence for small businesses (we also know how long you spend chasing late payments – too long!). Managing your credit control is crucial, which is why we built an AI-powered cashflow forecast so you can distinguish who your good and bad payers are.

Having a transparent view of both debt and cashflow puts your finance team in the most insightful position possible – allowing you to spot the issues, take action and keep the company’s cash in a positive position.

Find out more about Intelligent Cashflow management with Fluidly

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And, if sending late payment reminder emails still makes you cringe, It should be short, straight to the point, but still friendly—that bill isn't.

4 Payment Reminder Templates to Copy/Paste

this is a friendly reminder 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.

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

Body:
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.

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

Body:
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.

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

Body:
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.

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.

Thanks

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

this is a friendly reminder payment

In one of our previous articles, we’ve talked about following up with a client after quotation. In this post, we’ll discuss how to write a gentle reminder email to a client for payment that will inquire about the reason for the delay politely and speed up the obligations fulfillment in an efficient way.

1. Top 5 Payment Reminder Tips

As you may have guessed, the success of such a message greatly affects the payment speed. However, a frankly rude email can, on the contrary, spoil partner relations with the client. Naturally, the text of your message will differ on your sales process, whether the customer is upset or not, and other factors. However, the basic rules of writing a reminder email must always be respected. We collected major of them in this top.

  1. Assume the best. If the customer did not pay the invoice for the first time, most likely they simply forgot or confused the payment date. Reminding them of the bill you will get an answer very soon and also make them feel uncomfortable. Therefore, don’t spoil relations with the client with threats at the earliest stage. Remember that as a partner you should always remain professional, polite, and sympathetic. That’s why when writing an email consider the best, not the worst reason for such client behavior. Instead of demanding a payment offer your help to the client. Maybe they don’t know the relevant payment details or experience other types of difficulties.
  2. Use certified mail only. Clients, especially business people, often use email extensions or ways to protect mailboxes from unwanted emails. By sending a letter from an unknown or unprofessional address, you risk that the client simply will not see it due to its being marked as spam. Or, perhaps, the client can doubt that this email has been sent from a reliable source and contains correct data and payment details.
  3. List payment alternatives. Check whether you have given the complete information about the payment. It is likely that the client cannot use a certain method of payment, so why not list the alternatives? Perhaps the customer is very busy and can not find an alternative payment method themselves while your help will accelerate the payment.
  4. Use a proper tool.
    Your email may easily get filtered to the spam folder if not written properly. Moreover, it may end up there simply due to the tool or email address you use. Thus, you have to pay extra attention to the software. Entrust your communication with clients only to trustworthy systems such as NetHunt CRM. It doesn’t only save your email from a spam folder, but also shares insights into the particular email or email campaign. This way you’ll be able to see how many times the respondent has opened the email and if they have clicked any links.
  5. Stay informative: neither flowery nor rude. The best strategy for such a message is impartiality. Provide facts, highlight the main thing, provide help without words. An artificial friendliness will not help you get paid, and rudeness will make your company look unprofessional and can spoil your reputation.

2. Must-Have Points For Your Email

Greeting

Since we strive to compose a polite reminder email about a missed payment, it should be started with a gentle greeting. Avoid stating the purpose in the very beginning. Better start with the formal “Dear {client_name}” or replace the recipient’s name with their work position.

Main Body

The most delicate part of this email is the reminder email to a client itself. It is better to start the message in some positive and unobtrusive manner. Start on a positive note, for example, say something like “we hope you are enjoying the product” or “hopefully you experience no troubles with…”. Follow up with the clear but friendly payment delay description. It’s recommended to use passive voice to avoid a personal violation, for instance, by saying “account remains unpaid”, “payment is overdue”. Give all the information necessary to understand the email objective and pay the bill:

  • Include the original bill copy
  • Attach the revised invoice
  • List all possible payment options and details, etc.

Finish the message with a polite call to action. It would be great to sound both encouraging and thankful.

Final Words

Since a polite reminder email to a client begins with a greeting, your own signature has to come in the end. Don’t forget to include the sender’s essential data such as the name, position, company, and contact details.

3. Force-Majeure Circumstances

We have repeatedly said that it is necessary to proceed from the assumption that the customer did not pay the bill not by their own fault. Let’s list the most common cases when your letter can be really inappropriate.

  • Delay in shipment. Very often there are unforeseen circumstances associated with the delivery. Therefore, it will be quite fair if the customer did not pay for the goods before they got it in their hands. In this case, you need to help them solve the problem or prove the client has already received the goods presenting strong evidence. In case the payment was delayed not through the client’s fault, you should apologize in the next email.
  • Delay in a bank transfer. The same is also true for delays in bank transfers. Perhaps the money was delayed because of the bank’s shortcomings.
  • An advanced payment. If you provide prepayment services, make sure that the client is fully aware of this. Such information should be provided before the purchase/order. It is possible that having learned about such a feature too late a customer will not agree to continue cooperation with you and will be disappointed.

4. The Best Time to Send an Email

As a rule, late payment possibility is stipulated in the contract or any other type of agreement between parties. In such a case, they have a certain period to fulfill the obligations. In fact, the sooner you freshen up the client’s memory, the higher the chances you’ll get your money, so the first day of the delay is the best option to start a reminder campaign. Moreover, the longer you wait to note on the due obligation, the more you risk aggravating the status of the agreement.

There’s another polite and very efficient practice to send a gentle reminder in advance of the actual due date. Contrary to the first option, such a letter does not offend the client. Thus, they will feel a high level of collaboration and perceive such a letter as help and confidence. You can set-up a follow-up reminder in NetHunt CRM to ensure that you don’t miss the payment date.

On the Internet, one can find a huge number of emails-examples that can be adapted and put into practice. However, as you know, easy ways do not bring a proper result while mistreating the customers is always harmful to business. Using the tips and ideas from this article, you will be able to create a reminder that will match your specifics and strengthen your relationships with customers.

Politely Remind a Customer That Payment Is Past Due — Collections 1 of 6 Copied! This is just a friendly reminder that your June payment of $ is overdue.

How to write a reminder?

this is a friendly reminder payment

Good Afternoon Studio Parc Residents,

I hope that your day is going well.  This is just a friendly reminder that your rent payment is due on January 1, 2019.

We would like to thank all residents who have taken the time to transfer your financial information to our new payment system, PayLease.  Any residents that have not set up your my.mckinley.com resident portal, please do so very soon. If you need your resident ID, please ask a member of our leasing team to assist you. 

Our new payment system, PayLease, has multiple ways for you to make your payments. Here are the different ways you can now pay your rent.

Checking/ACH: Option is free and can be utilized by setting up your checking and routing number. 

Pay by Debit Card: Just enter your debit card information online. Processing fee is $4.95.

Pay by Credit Card: Enter credit card information online. Processing fee is a 2.85% of the total balance owed.

Pay by Cash: Receive a temporary account number from the leasing office and take to any Pay by Cash location and you are able to use cash or your debit card to make the rent payment. Processing fee is $3.95. Payment will come to your account the same day. 

If you have any questions in regard to rent payments, please contact the Pines Leasing Office at 407.295.5933 and a member of our team will be able to assist you. I can also be reached via email at [email protected]

Thank you again for being a resident of The Studio Parc Apartments. From our families to your, Happy New Year.

Tamara Afranie

Customer Service Manager

[email protected]

407.295.5933

See the strongest chasing payment email examples from Chaser. I just wanted to drop you a quick note to remind you that [amount owed on a friendly rapport with your customer and helping future invoices get paid.

this is a friendly reminder payment
Written by Yolmaran
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