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Reminder message for payment

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How to write a reminder message for payment

Reminder message for payment

You’ve delivered top services to your clients, who’re thrilled with the results. It’s a moment of triumph! But there’s a tiny hiccup – the payment is still pending. 

As much as we love what we do, late payments can throw us off balance. Did you know that nearly one-third of invoices end up being paid late

Don’t worry, and we’ve got your back with templates on how to write a reminder message for payment. 

 

How to write an email to collect payment

1. Begin with Warmth

When it comes to gentle reminders, a personal touch works wonders. Start with a friendly “hello” or ask about their day to set the tone. Remember, it’s not about being pushy but nurturing the relationship.

2. The Subtle Reference

Now that you’ve laid the groundwork, it’s time to steer the conversation smoothly towards the unpaid invoice. Politely mention the specifics, like the invoice number and due date, so everything is clear about what’s owed.

3. Tactful Timing

Timing is everything!

Choose a moment when you know your client is likely to be receptive, like after the successful completion of a project milestone or just before the end of the month. Avoid bombarding them during busy periods.

4. Empathy is Key

Put yourself in your client’s shoes.

Understand that they might have their own challenges or be forgotten amidst their hectic schedules. Approach the reminder with empathy and understanding.

5. The Power of Language

Your words carry weight!

Craft your message with care, avoiding any accusatory language. Instead of saying, “You haven’t paid yet,” opt for, “We kindly remind you about the pending payment.”

6. Highlight the Benefits

Sweeten the deal!

Remind your client of the excellent service or product they received, emphasising how this payment enables you to continue providing outstanding support.

7. Offer Convenience

Make paying a breeze!

Provide multiple payment options and ensure all necessary details are easily accessible. Clients will appreciate the convenience.

8. Short and Sweet

Keep it concise!

Nobody likes reading long, bulky emails. Get your point across clearly and succinctly.

9. Firm but friendly

Strike the right balance.

While you aim to be gentle, you must also be firm about the payment deadline. State the date clearly and request payment within a reasonable timeframe.

10. Gratitude Matters

Show gratitude for their business.

Thank them for being a valued client and express your appreciation for their cooperation.

 

How often should I send payment reminder emails without being too pushy?

 

When sending payment reminder emails, it’s essential to strike a balance. On one hand, you want to be diligent in collecting payments. Still, you want to avoid damaging your relationship with the customer by being too forceful or overbearing.

The frequency of these reminders will vary depending on several factors, such as your industry, the payment terms you’ve agreed upon, and the nature of your relationship with the customer. 

 

Follow this pattern: 

  1. Issue the first invoice with a reminder to pay
  2. Seven days before the due invoice, you can remind them of the payment
  3. Send a reminder on the invoice payment due date
  4. Three days after the invoice due date, follow up
  5. Follow up seven days after the due date if it hasn’t been paid. 

 

Here are some general guidelines to follow:

 

Establish clear payment terms 

It is important to state your payment terms in your invoices or contracts clearly. This should include the due date and any penalties or fees that may be applied for late payments.

 

Send an initial invoice

It is crucial to promptly send the first invoice or payment request after the completion of the service or delivery of the product. This serves as a friendly reminder to the customer about their payment obligation.

 

Set a reasonable grace period

Providing a reasonable grace period before sending the initial reminder is recommended. Typically, a grace period ranging from 7 to 10 days is considered standard.

 

First reminder

Send a friendly and polite reminder if the payment has not been received within the grace period. Do this through a simple email, reminding them that the payment is now due and requesting them to make the necessary payment.

 

Second reminder

If the payment still needs to be made after the initial reminder, it is recommended to send a second reminder a few days later. The tone of this email can be slightly more assertive, but it is vital to maintain a professional and polite attitude. (We will demonstrate with examples later in the post). 

 

Final notice

If the second reminder doesn’t work, send a final notice stating it’s the last reminder before taking further action, such as late fees or involving a collection agency.

 

How do I automate payment reminders?

With payment reminders sent out effortlessly, you can focus your attention elsewhere. Here’s the game-changing tool for you- DocFlite. 

With its user-friendly interface and smart automation capabilities, managing payment reminders has never been smoother.

Here’s how you can automate those reminders like a pro:

 

  1. Set it and Forget it 

Once you’ve integrated your invoicing system with DocFlite, you’re in for a treat

When using DocFlite for invoicing, you can set reminders with a bespoke email. 

 

Additionally, our accepted quotes generate a single or multiple (if you have payment schedules) invoice ready to check and send.

 

1. Customisation at its Finest

Tailor your payment reminder to match your brand’s vibe effortlessly. Personalise the content, tweak the tone, and make it uniquely yours.

 

2. Error-Proof Automation

DocFlite ensures accuracy and consistency in your reminders so no client gets mixed messages or incorrect details.

 

3. Real-Time Updates

When a customer pays an invoice using DocFlite, they can check an ‘I’ve paid’ button. 

Notifying you instantly when a payment is made. 

 

Glimpse into the magic of automated payment reminders with DocFlite. It’s time to reclaim your valuable time and watch your business flourish effortlessly.

 

 

How to write email for payment request

See here for our templates on How to write email for payment request.

  1. Reminder message for payment

 

Subject: Payment Reminder: Invoice # [Invoice Number]

Dear [Client’s Name], 

We appreciate your business and trust in our services. Please note that payment for Invoice # [Invoice Number] is currently overdue by [Number of Days] days and is due on [Due Date]. 

To ensure smooth operations and provide the best service, we offer the following payment options: 

– Online Payment: [Payment Portal Link] 

– Bank Transfer: [Bank Account Details] 

– [Other Accepted Payment Methods]: [Provide Additional Instructions] 

A copy of the invoice is attached for your reference. If you have already made the payment, please disregard this reminder. 

Please contact our finance department at [Finance Contact Email/Phone] for any questions or assistance. Your prompt attention to this matter is appreciated. 

Thank you and best regards, 

[Your Name] 

[Your Company]

 

2. A gentle reminder for payment message

Subject: Gentle Payment Reminder – Invoice # [Invoice Number]

Dear [Customer’s Name],

I hope this message finds you well. We sincerely appreciate your business and the opportunity to serve you with our products/services.

I’m reminding you that an outstanding payment for Invoice # [Invoice Number] was due on [Due Date]. The payment is [Number of Days] days overdue as of today.

We understand that circumstances can be busy and unpredictable, and payment oversights can happen. Hence, we want to extend a friendly nudge to settle the outstanding amount at your earliest convenience.

To make the payment process smooth and hassle-free, we offer various payment options, including:

      • Online Payment: [Payment Portal Link]
      • Bank Transfer: [Bank Account Details]
      • [Other Accepted Payment Methods]: [Provide Additional Instructions]

Attached to this email is a copy of the invoice for your reference.

We genuinely value your partnership and aim to maintain a positive and collaborative relationship. If you have already processed the payment, please accept our apologies for any confusion.

If you require any assistance or have questions regarding the invoice or payment process, our accounts team is here to assist you. Feel free to contact us at [Accounts Contact Email/Phone].

Thank you for your attention to this matter. We look forward to receiving your payment and continuing our successful collaboration.

Best regards,

[Your Name] [Your Title/Position] [Your Company Name] [Your Contact Information]

3. Strong letter for outstanding payment email

​​Subject: Urgent Action Required: Outstanding Payment Due

Dear [Client’s Name],

We trust that our products/services have met your expectations and sincerely appreciate your business. However, it has come to our attention that there is an outstanding payment for Invoice # [invoice number], due on [due date].

We understand that unforeseen circumstances can occur, but we kindly remind you that the payment is now [number of days] days overdue. As a responsible and valued client, we request your immediate attention to settle this matter to avoid further inconvenience.

Ignoring the overdue payment disrupts our cash flow and impacts our ability to effectively serve you and other clients. We have upheld our end of the agreement and provided exceptional products/services, and we believe it’s crucial to honour the payment terms promptly.

Please find the invoice attached to this email for your reference. To make the payment process easier, you can use one of the following methods:

      • Online Payment: [Payment Portal Link]
      • Bank Transfer: [Bank Account Details]
      • [Other Accepted Payment Methods]: [Provide Additional Instructions]

To ensure transparency, we will provide a receipt promptly upon payment confirmation. If you have already processed the payment, please accept our apologies for any miscommunication.

However, if you are facing challenges with the payment or need more time, we urge you to communicate with us at the earliest. We understand that circumstances can vary and are willing to explore possible solutions to resolve this matter together.

Without immediate action, we may have no choice but to take appropriate steps to recover the outstanding amount, which may involve involving a debt collection agency or pursuing legal avenues.

We value our relationship with you and hope to continue serving you. Please treat this matter with the urgency it deserves and address the outstanding payment at your earliest convenience.

Should you have any questions or concerns regarding the payment, please do not hesitate to contact our finance department at [Finance Contact Email/Phone]. Our team is here to assist you and find a resolution that works for both parties.

Thank you for your attention to this matter. We look forward to your prompt payment and resolving this issue amicably.

Best regards,

[Your Name] [Your Title/Position] [Your Company] [Your Contact Information]

4. Accounts receivable email examples

 

Subject: Outstanding Payment – Invoice # [Invoice Number]

Dear [Customer’s Name],

I hope this email finds you well. We appreciate your continued business with [Your Company Name] and value the positive relationship we have built with you.

I am informing you that an outstanding payment for Invoice # [Invoice Number] was due on [Due Date]. The payment is [Number of Days] days overdue as of today.

We kindly request your immediate attention to settle the outstanding amount. Timely payments are essential for maintaining smooth operations and delivering top-quality products/services to our valued clients.

To facilitate the payment process, we offer the following payment options:

      • Online Payment: [Payment Portal Link]
      • Bank Transfer: [Bank Account Details]
      • [Other Accepted Payment Methods]: [Provide Additional Instructions]

Attached to this email is a copy of the invoice for your reference.

If you have already processed the payment, please accept our apologies for any inconvenience. In that case, please let us know so we can update our records accordingly.

If you are facing payment challenges or have any questions regarding the invoice, please do not hesitate to contact our accounts receivable department at [Accounts Receivable Contact Email/Phone]. Our team is ready to assist you and find a solution for both parties.

We truly value your business and look forward to resolving this matter promptly. Thank you for your attention, and we are committed to ensuring a seamless and satisfactory experience for you.

Best regards,

[Your Name] [Your Title/Position] [Your Company Name] [Your Contact Information]

 

5. Automated email response examples


Subject: Automated Email Response – Thank You for Contacting Us

Dear [Customer’s Name],

Thank you for contacting [Your Company Name]. This is an automated response to let you know that we have received your message, and our team is on it!

Your inquiry is important to us, and we will review it as soon as possible. Our dedicated team is committed to providing you with the best possible support and addressing your needs promptly.

While we work diligently on your request, please feel free to explore our website [Your Website URL] for more information about our products/services.

Rest assured that we’ll respond with a detailed response soon. We aim to ensure your satisfaction and offer a seamless experience throughout your journey with us.

In the meantime, if you have any urgent concerns or questions, contact our customer support team at [Customer Support Contact Email/Phone].

We appreciate your patience and understanding. Looking forward to assisting you further.

Best regards,

[Your Name] [Your Title/Position] [Your Company Name] [Your Contact Information]

 

6. Thank you for your email auto response example

 

Subject: Auto Reply – Thank You for Your Email

Dear [Sender’s Name],

Thank you for your email! This is an automated response to acknowledge that we have received your message.

We appreciate you taking the time to get in touch with us. Your inquiry is important to us, and we are committed to providing you with a timely and thoughtful response.

Our team is reviewing your email and will reply as soon as possible. Please rest assured that your request is our priority.

In the meantime, you can contact us at [Your Contact Information] if you need immediate assistance or have any urgent matters.

Once again, thank you for reaching out to us. We look forward to connecting with you soon.

Best regards,

[Your Name] [Your Title/Position] [Your Company Name] [Your Contact Information]

7. Auto acknowledgement email sample

When creating your automated acknowledgement of a received email, use this free template. 

Subject: Auto Acknowledgement – We’ve Received Your Message!

Dear [Customer’s Name],

Thank you for contacting [Your Company Name]. This is an automated acknowledgement to let you know that we have received your message, and we’re thrilled that you took the time to contact us.

Rest assured that our team is already hard at work reviewing your inquiry. We highly value your interest in our products/services and are committed to providing you with the best possible support.

While processing your request, please watch your inbox for further updates or any additional information we need. Our goal is to address your query promptly and efficiently.

We understand that your time is valuable, and we promise to keep you informed every step of the way. Contact us at [Your Contact Email/Phone] with any urgent concerns or questions.

Once again, thank you for choosing [Your Company Name]. We’re looking forward to assisting you and providing an exceptional experience.

Best regards,

[Your Name] [Your Title/Position] [Your Company Name] [Your Contact Information]

Conclusion- How to write a Reminder message for payment

 

We hope you found this post on how to write a reminder message for payment helpful.

Remember, the goal is not to pressure or alienate your clients but to foster a positive and collaborative relationship. With these tips up your sleeve, you’ll be a pro at professionally reminding clients about payments. Trust us; it’s all about communication done right!

 

Excited to dive into the world of automation? Head over to DocFlite to explore the wonders of the DocFlite system  And see how automating several parts of your document processes can streamline your business.

Find out more about DocFlite here. 

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