COLLECT OVERDUE PAYMENTS FASTER WITH THESE TIPS
Tired of chasing clients for payments? Sending a payment reminder email is an easy way to give slow clients a nudge and to help you get paid faster.
Following up about overdue payments doesn’t have to be awkward and uncomfortable. In this article, we’ll walk you through four simple, professional email examples that you can use to collect payment for overdue invoices.
Send a polite reminder to customers with unpaid overdue invoices
Sending a friendly payment reminder letter or email can help you receive timely payment for unpaid invoices. To help you with the process, here are some professional email examples you can use to get started:
Payment Reminder on the Invoice Due Date
A simple, professional invoice follow-up in case your client forgot to make a payment earlier, or has a question about the invoice. Keep your tone friendly, polite, and straightforward. Make sure to include important information the amount due, the invoice number, and how to pay it.
Subject line: Payment reminder from [BUSINESS NAME] – Due today
Sample Email:
Hi [CUSTOMER NAME]
I just wanted to quickly remind you that the invoice [INVOICE #] for [$0.00] is due today. I’ve reattached the invoice for your reference.
You can make an invoice payment today via [CASH, CREDIT CARD, ONLINE PAYMENT] to avoid being charged a late fee.
Please do not hesitate to reach out if you have any questions about the invoice or how to set up a payment. I can be reached at [PHONE NUMBER] or by email at [EMAIL ADDRESS].
Thank you for your business,
[BUSINESS NAME]
Payment Reminder for One Week Late
Now that the invoice is officially overdue, it’s time go for a more direct approach. Include important details from the invoice, like the invoice number and amount due, and attach a copy of the original invoice in case it was accidentally lost or deleted.
Subject line: Past due payment reminder from [BUSINESS NAME]
Sample Email:
Hi [CLIENT NAME],
We’re following up on the overdue invoice [INVOICE #] for the amount [$0.00], which was due on [INVOICE DUE DATE]. We’ve attached a copy of the invoice for your reference.
To avoid any additional late payment fees please make a payment via [ACCEPTED PAYMENT METHODS].
If you have any questions about the invoice or how to arrange payment, you can contact us by:
Calling our office [PHONE NUMBER]
Emailing us at [EMAIL ADDRESS]
Visiting our office at [OFFICE ADDRESS]
Thanks,
[BUSINESS NAME]
Payment Reminder for Two Weeks Late
It’s still important to keep your messaging professional and to the point, even after you’ve reached out more than once to remind a client to pay an invoice. The purpose of this letter is to get the client to respond, either by reaching out to you to offer an explanation or by paying off the invoice.
Subject line: Overdue payment reminder from [BUSINESS NAME] – Due immediately
Sample Email:
Hi [CLIENT NAME],
We’ve made several attempts to reach you regarding payment for the outstanding invoice [INVOICE NUMBER]. The total amount owing is [$0.00] and was due on [INVOICE DUE DATE]. You are now [TWO WEEKS] past due.
We have attached a copy of the original invoice for your reference.
To avoid interest fees or late charges, please get in touch with us to arrange payment by:
Calling our office at [PHONE NUMBER]
Emailing us at [EMAIL ADDRESS]
Visiting our office at [OFFICE ADDRESS]
You can also make payment in full via [ACCEPTED PAYMENT OPTION].
Thanks,
[BUSINESS NAME]
Payment Reminder Email for One Month Late
This time around your payment letter becomes more of an accounts receivable collections letter. Keep your messaging professional and to the point. You want to get your customer to respond with payment or start a conversation around when you can expect to be paid for your services.
Subject line: URGENT – Overdue payment reminder from [BUSINESS NAME]
Sample Email:
Hi [CLIENT NAME],
We’re sending this third payment reminder to let you know that your invoice [INVOICE #] for [$0.00] is now one month overdue.
As stated in our payment terms, we will be charging a late payment fee of [$0.00] for payments made 30 days past due.
See the attached invoice for all the payment details.
Please get in touch with us as soon as possible to arrange payment by:
Calling our office at [PHONE NUMBER]
Emailing us at [EMAIL ADDRESS]
Visiting our office at [OFFICE ADDRESS]
You can also make payment in full via [ACCEPTED PAYMENT OPTION].
Thanks,
[BUSINESS NAME]
What important payment reminder messaging should I include in an email?
Whether you chose to send one of the email samples above, or write your own payment reminder emails, your overdue payment letter should include:
- Copy of the unpaid invoice that includes an invoice number, amount owed, due date, date issued, and payment terms
- Contact information, such as your company phone number and email address
- Your preferred payment methods (VISA, Mastercard, cash, check, etc.) and instructions on how to pay
- Late fees or interest charges that may be applied to overdue invoices
- Polite sign-off, like thanks or warm regards
Modern consumers prefer more convenient payment options. With SAWIN Payments, your field techs can use a mobile device to snap a photo to securely capture checks, enter credit card information, or send customers a personalized link to pay online. SAWIN Service Automation Software provides your customers with fast payment options from virtually anywhere to ensure that you get paid on time.
How do I effectively send payment reminder messages?
If you typically communicate with your customer through email or text, make sure to use the same methods to send past due invoice reminders. However, when payments start to get more than a month behind, it’s fair game to use any methods available, like email, text, phone, or mail.
It’s easy to monitor the status of your invoices and set up payment reminders that are sent to customers automatically with modern software, such as SAWIN Payment Processing Software.
- Track your invoice status at a glance to see which invoices have been sent, which have been paid, and which invoices are overdue.
- Send automated payment reminders via text or email to clients to remind them to pay their outstanding invoices.
If you’re not getting any responses from emails or text messages, try supplementing them with a phone call, or even mailing a printed copy of the invoice to the address you have on file.
Additionally, to prevent late payments from the start and to improve your business’ cash flow, offer your clients convenient, all-in-one payment processing. SAWIN Credit Card Processing allows for simplified and expedited payments, on the web and in the field, with the convenience and security your customers expect.