It can be difficult to understand the timing and messaging of reminder emails for payment payments. These tips and templates will make you a pro at sending reminder emails.
It can be difficult to receive payment reminder emails. It is important to balance being polite enough for a good relationship and being firm enough that your client feels the need to pay you.
We can help you navigate that tightrope, whether your client is late for a week or a whole month. First, this article will provide some helpful tips on how to politely ask clients for payment. Next, we will provide email templates that can be used to remind clients at every stage of the reminder process. These templates have been proven to help you get paid quicker.
Let’s get started with some tips!
Tips to Write a Reminder Email for Payments
It’s better to be thoughtful than angry when you receive unpaid invoices. These are the best practices for emailing payment reminders to clients.
1. Use a clear subject
Your email subject line can make it easy for your client to get all the information they require. Your email subject line should:
Use clear keywords like “Payment Reminder:”
Inscribe the invoice number and
Include the date of payment.
This is how it looks in action:
Subject: Payment Reminder: Invoice #1 – Due February 1
2. Attach the invoice again
Please do not make your clients search through their email history for the invoice that you remind them to pay. If you are using online invoices, attach the invoice again to your email. Attach the invoice to your reminder emails before you forget to. Some software automatically attaches the invoice to each reminder email.
3. Begin with a polite introduction
Don’t be too formal. Your email should begin with a polite introduction. This will ensure that you are sending a friendly reminder. It can be as simple as greeting clients by name, followed by a line of wishing them well.
Take, for example:
Hi, Client name
I wish you well!
Exclamation marks are acceptable, but they should be used sparingly.
4. Ensure that the payment terms are clear
Your email should remind your client of the amount due and the due date. Be specific:
- Don’t make vague statements.
- Include the due date of your invoice.
- Avoid confusing statements such as “due on receipt”. If you send multiple reminders, keep updating the time period, regardless of whether it’s one day late, one week, or more.
This will allow you to document late payments in case you need to go back to your reminders.
Take, for example:
This reminder is to remind you that Invoice #1 totaling $1,000, is due by October 1.
5. Provide details about how to pay
Although you can include payment details on your invoice, it is important to include instructions on how to pay within the email body.
Take, for example:
You can pay by check, cash, or credit card.
6. Confirm receipt
This is a reminder to remind your client if they don’t have their first invoice yet. It not only gives you peace of mind, but it also allows you to change the conversation from “ Please pay me” to “please pay your dues”.
Take, for example:
Please confirm receipt of the invoice. Please confirm that I have the correct contact information for payment.
You can modify an invoice email you have already received from a client to ask when payment is due.
7. Include penalties for late payment
You may need to notify your client in an email about late payments. However, avoid sounding too threatening unless the payment is truly late.
Take, for example:
Reminder: A late fee of 5% will apply for each week that the overdue payment has not been paid.
Note that late payment terms should be established at the start of your working relationship–ideally in an online contract.
8. Keep your copy brief and friendly.
Reminder emails for payment should be friendly, professional, brief, and informative. Review your email before you send it. This will ensure that everything you write is polite. Avoid pronouns such as “you” because they can sound accusatory. Use passive, positive-framed language instead.
Take, for example:
Do not say: I need to be paid by October 1.
Say: The payment is due by October 1.
Don’t forget to sign off on your reminder letter for payment!
9. Send at a suitable time
Send your payment to follow-up mail when your client is most likely to read it and take action. If your client works a 9-to-5 schedule, you shouldn’t send invoice reminders to them at 5 PM on Friday. Your emails should be sent first thing Monday morning or Tuesday morning.
10. Make the most of automated email
You don’t want to come off as too assertive. Send automated reminders via email. An automated system will take the responsibility for pointing fingers and replace them with a neutral message. However, you don’t need to completely de-personalize. Email software allows you to send both personal and automated emails so that each client can see which one works best.
The software also includes handy dynamic fields such as the client’s name, so you can create personalized emails that go to all of your clients. You can increase your chances of being paid on time and also save time by writing fewer emails.
