Running a business is hard enough on its own, and sending a following up on payment email to clients doesn’t exactly make the process smoother.
It starts with a gentle reminder for payment, and before you know it, you have already sent multiple emails to a client under the same subject line of payment reminder.
In other words, you start feeling like Neo diving headfirst into the Matrix or Indiana Jones dodging ancient traps.
The long overdue payments? Still missing.
Plus, making sure your tone of voice and choice of voice does not come off as rude and you do not end up offending a client unintentionally is equally hard as curating a following up on payment email that works.
So, if you are struggling with crafting an effective as well as friendly invoice email, you don’t need to fret about it.
We have got your back, as always!
Our team has worked on 5 proven email templates that will help you crack the code of overdue invoices faster than Sherlock Holmes solves a case and Spencer Reid spots a pattern. Once you have successfully cracked a case, you can easily schedule your collection email for past due invoices with Calday.
Are you ready to find out how to reply for late payment professionally? Let’s dive in then:
Template 1: Pre-Due-Date Reminder Notice Email
The deadline for sending the payment is still 3 days away, but you want to send a nice little reminder to your client?
That is actually not a bad idea!
Doing will not only help you remind your client that you exist but it will also help you ensure that you get your payment on time. You can contact your client for a confirmation of the invoice and whether they have processed it.
Don’t hesitate to ask them for an expected date of dues transfer. It will only help you manage your expectations.
Here’s how to politely remind someone to pay you
Dear [insert your client’s name]
I am hoping this polite mail finds you well! I am reaching out to you on the behalf of my company [insert your company’s name] to remind you of the upcoming due date of [add the invoice’s reference number].
The payment is due on [add date]. You can make the payment through one of the following methods (whichever suits you best!)
[insert your 1st method of payment]
[insert your 2nd method of payment]
[insert your 3rd method of payment]
I have attached a copy of the invoice for your convenience. If you have any further questions or need assistance with making the payment, please let me know or our contact team.
Best Regards,
[Add Your Name]
[Add Your Title]
[Add Your Company’s Name]
[Add Your Contact Information]
With this template, you won’t even have to learn how to email someone who missed a deadline!
Template 2: Day of Payment Reminder Template
You can avoid your payment from getting delayed and then having to send a strong letter for outstanding payment to your client by reminding them of the payment on the day your payment is due.
This payment reminder message will remind your client of your payment (let’s be real, sometimes people can forget payments because they are already buried under a pile of tasks) without sounding rude or offensive.
Here’s a how to ask for a deposit politely sample:
Dear [Insert Client’s Name],
I hope my email finds you well. Today (Insert date) marks the due date for the payment of your overdue invoice. To prevent any unnecessary delays, we kindly remind you to process the payment for [add the Reference Number].
Thank you for keeping all the milestones on track. My company looks forward to working with you again.
Best Regards,
[Add Your Name]
[Add Your Title]
[Add Your Company’s Name]
[Add Your Contact Information]
Template 3: Just Overdue Invoice Reminder Template
If your payment is just one to three days overdue, it is important to remain gentle and friendly. Three days are not worth nudging your client and risking getting on their nerves.
We all have been super busy and we all know how easy it is to overlook something when you are dealing with hundreds of meetings and clients simultaneously.
Running a company is hard, after all, isn’t it?
So, if your payment is just a little overdue, here’s how to write a friendly overdue invoice letter:
Dear [Insert your client’s Name],
I hope my email finds you in high spirits. I regret to inform you that your payment for invoice [Add theReference Number] is overdue by [add number] days.
I understand that oversights are bound to happen when you are running a company. However, prompt payments are important for us to maintain the smooth operation of our business.
If there is something delaying the payment of the invoice, please let me or my team know at your earliest. We look forward to resolving this issue with you.
Kind Regards,
[Add Your Name]
[Add Your Title]
[Add Your Company’s Name]
[Add Your Contact Information]
Template 4: Way Past Due Invoice Email Template
If a client hasn’t made a payment in more than two weeks, then things are bound to get annoying. We understand.
We also understand that it is now time for you to be a little more assertive. You need to send your client a more serious past due invoice letter. If a gentle reminder for payment didn’t do the trick, being a little stoic might do it!
Here’s an overdue invoice template:
Hi [add client’s name]
I hope my email message finds you well, however, with a sense of urgency. Despite constant reminders, it has been brought to my attention that your payment for invoice [add Invoice Number] is now more than [add time] overdue.
As a long-term client, I get that unforeseen circumstances can sometimes cause delays in payment. However, the prolonged overdue invoice (as well as the radio silence on your side) is causing significant concern on our end.
If there is a specific reason for the delay, please let us know so that our team can help you further.
Kind Regards,
[Add Your Name]
[Add Your Title]
[Add Your Company’s Name]
[Add Your Contact Information]
Template 5: Final Payment Reminder Email Template
If a client hasn’t sent you your payment for more than a month and has been M.I.A, then you need to spring into action.
After so many unsuccessful attempts, you now need to send a strongly worded unpaid invoice past due invoice letter in a professional tone.
Keep it short. Keep it straightforward. It is important to convey the severity of the situation at hand to the client.
Dear [Add your client's Name],
As per our many previous emails to you, [add Invoice Number] still remains overdue. It is now more than a month past its due date and we still haven't heard from you or your team.
This unfortunate situation is untenable. My company is expecting the payment within [add a date]. If you fail to make the payment within the given timeframe, we will be left with no choice but to pursue further action to collect our payment. This may include other charges as well.
Regards,
[Add Your Name]
[Add Your Title]
[Add Your Company’s Name]
[Add Your Contact Information]
Summing It Up
Setting up meetings with clients can be a hassle, especially when you have to run a business and lead a group of people.
Be it for gentle reminders or final payment notices; you can easily set meetings and reminders with Calday.
If you have a client who has gone completely silent on you and you have tried everything to remind them of the overdue invoice, the above-given reminder letters samples will help you out.
A word of advice though: Do not spam your client for past due invoices every single day. You will end up losing the client. Take it slow and keep it professional!