As a business owner, you should regularly follow up with your clients regarding the payments. Some clients will make the payment on time and others may delay the payments. Sending reminders is also important to recover all the pending dues.
The tone of the payment follow-up email should differ from client to client. It should be polite to customers who make payments on time and it should be strong for others who intentionally delay payments.
Here are some email templates which you can send to your clients as reminders about pending payments.
First (1st) Payment Reminder Email (Gentle Reminder)
Sub: Payment request for invoice #2345
I am contacting you on behalf of [company name] regarding invoice no. #2345 dated [date of invoice] towards [reason].
The payment due date is [date], therefore please make the payment.
Second (2nd) Payment Reminder Email
Sub: Payment reminder for invoice #2345
This is a quick reminder of our previous email regarding the payment due of invoice #1234 dated on [date] for [reason].
Please tell us the status of the payment and let us know if you have any queries
Third (3rd) Payment Reminder Email
Sub: Payment not yet received for invoice #1234.
This is to inform you that we have not yet received payment for invoice #1234 which was due on [due date]. The payment was already overdue by 5 days.
This is going to be a problem for us, therefore please consider this an urgent matter and let us know when payment will take place.
Fourth (4th) Payment Reminder Email (with Interest)
Sub: Invoice #2345 is 30 days overdue.
This is to remind you again that the payment of invoice #2345 is not yet paid. It was overdue by 30 days. In accordance with our payment terms, a 1% interest must be paid for the delay in each month.
So kindly make the payment including interest, for any queries please contact us.
Final & Strong Oustanding Payment Reminder Email
Sub: Payment not received for invoice #2345.
I regret to inform you that payment of XXXXX Rs for invoice #2345 has not yet been received, even after several reminders. We didn’t expect this from you.
We cannot afford this kind of delay in payments. Therefore please make the payment immediately, otherwise, we will proceed with legal action.
Thank You Email After Receiving the Payment
Sub: Payment received for invoice #2345
I hereby inform you that the total payment of invoice #2345 has been received.
We appreciate your promptness regarding the payment.
Tips on How to Polite Email Clients for Payment Dues
- Address the email to the right person who made the deal with you (or) who is responsible for making the payments.
- Introduce yourself in starting of the email.
- Provide the invoice number and reason for generating the invoice in the first paragraph of the email.
- Specify whether there is any due date for the payment.
- Ask the clients if they have any further queries.
- Keep the email polite and professional.
- Follow up with the clients contintuously in regular intervals. until you receive your money.
Dear [customer/company name],
I am contacting you on behalf of XYZ India Pvt Ltd regarding the payment of invoice #4856 towards the purchase of raw materials on 05 May 2022.
The payment due date is 10 May 2022, therefore please make the payment.
You can charge interest for delayed payment, but you should inform it in your payment terms. If the client doesn’t pay both the actual amount and interest, then you need to process legally with the help of a lawyer.