Client not paying on time? – Well, this is something too familiar for small businesses and freelancers and also one of the biggest concerns for them. As per estimated statistics, 20% of invoices around the world will be paid late.
Chasing down runaway clients can be stressful. Sending follow-up emails or asking for payment over the phone, until you receive the money, seems mostly awkward. Most of the time, small businesses and freelancers grapple with late payments and unfortunately, the business runs into cash flow problems. Spending time chasing late payments rather than on productivity can put your business under a great deal of stress.
First, let’s learn the best practices to ask for late payments:
What should your payment reminder template include?
We understand, it’s a bit uncomfortable but requesting payment is ultimately a necessity. However, the requests you make can be more professional and polite. Sending payment reminders is a quicker and easier way to ask for the overdue. Invoice reminder templates have proven incredibly effective to remind clients about their unpaid invoices.
So, let’s focus on the basic information – who it is from, for whom, and what is regarding – make it clear!
All the pertinent details of you and your client should be part of the template. Job title, your company name, the address should predominantly be part of the invoice reminder template. This will give a clear picture to the customer of where the mail/letter is coming from.
Include basic information of the customer like the name, address, contact details. Make sure all the details are accurately mentioned to avoid further delay in invoicing.
Then comes the subject line. Properly worded and to the point subject line will only grab the attention of the client. If your client is a business, then possibly their inbox would be flooded with emails. To avoid ignorance, be clear about the payment reminder in the subject line itself.
Related Article – Invoicing Hacks – How to Send Invoice via Mail?
Writing language
Neither sound arrogant nor desperate for payment. Use polite and friendly language. However you need to be professional too, so directly get to the point about payment reminders in the first paragraph itself. You can attach a PDF of the bill or enter bill details for more convenience.
Now in the second paragraph make the client/customer aware of the situation and how important it is for you to receive the money. Also be clear of the consequences, if the client fails to make the payment again.
Be professional but also, in the end, apologize for any trouble caused, this will show how courteous you are.
Professional payment reminder Email templates:
Are you the one who cringes before sending a payment reminder email? There are two things to keep in mind- email timing and a brief overview of the invoice.
Moreover, to avoid invoicing errors and payment issues, have a system for sending overdue invoice reminder emails seamlessly.
Here are some sample payment reminder templates for your more convenience:
Payment Reminder Email Sample 1:
Payment reminder – To send one week before the payment due
Email subject: (Your company name) Regarding Invoice Number #0000
Message:
Hi (Name of your client, preferably first name),
Hope you’re well. We wanted to reach out to remind you that payment on invoice #0000, which we sent on (Date), will be due next week (Date).
You can view the invoice here (Add invoice link)
We’d appreciate it if you could take a moment from your busy schedule and look over the invoice. Let us know if you have any queries or concerns.
Thanks and regards,
(Your first name/company name)
Why this reminder works: Your reminder should be friendly, informative yet short. Don’t make it complex by adding too much information. As in this case, the buyer hasn’t missed the due date, so it’s preferable not to request payment. Rather, frame it out in such a way that the buyer recognizes that you track the invoices regularly and would get in touch in case not paid on time.
Payment Reminder Email Sample 2:
Payment reminder – On the day when the payment is due
Email subject: Invoice #0000 is due today
Message:
Hi (Name of your client, preferably first name),
A gentle reminder about the payment of invoice #0000 (total amount), which we sent on (Date), is due today. You can make payment via (payment gateway name and details) or via cheque.
Please let us know if you have any concerns, We’d be happy to help.
Thanks and regards,
(Your first name/company name)
Why this reminder works: This would be the most important reminder type among all, as technically the bill is not overdue yet. Make it short and simple and keep the tone polite and friendly. Make it straight to the point to request the buyer to make payment.
Payment Reminder Email Sample 3:
Payment reminder – To send one week after the payment due (late payment)
Email subject: (Your company name) Invoice Number #0000 is Overdue
Message:
Hi (Name of your client, preferably first name),
Hope you’re well. We’ve noticed that we haven’t received payment of (amount) for current Invoice #0000. It is overdue by one week.
Please ignore this mail if the payment has already been sent. If not then we request you to send us a mail and let us know when to expect the payment.
In case of any concern, feel free to contact us.
Thanks and regards,
(Your first name/company name)
Why this reminder works: This would be the first time you would be addressing your buyer about the overdue invoice. You can firm up your tone but be polite. Add in all the required information like invoice number, the amount due, and the timeframe and give a clear reminder. You can also add the invoice with reminder mail, in case they have lost it.
Payment Reminder Email Sample 4:
Payment reminder – To send for the invoice that’s due for more than 2 weeks
Email subject: Invoice #0000 is two weeks overdue
Message:
Hi (Name of your client, preferably first name),
We’ve already reminded you of the pending invoice of (amount), invoice #0000. This is another reminder as the payment is now overdue by 2 weeks.
We request you to make the payment immediately or contact us if you have any queries regarding this payment.
In case, you have lost the original invoice, check the copy of the invoice, attached with this mail.
If there is no response from you within the next 48 hours, then you might have to face the consequences.
Looking forward to your response.
Thanks and regards,
(Your first name/company name)
Why this reminder works: It’s already two weeks after the invoice due date and now you can get more direct. Give a firm reminder and ask about the payment. Moreover, to avoid excuses, ask your client to confirm after receiving the mail.
Payment Reminder Email Sample 5:
Payment reminder – To send a reminder for the invoice that’s due for one month
Email subject: Invoice #0000 is one month overdue
Message:
Hi (Name of your client, preferably first name),
We’ve already reminded you of the pending invoice of (amount), invoice #0000. This is another reminder as the payment is now overdue by 1 month.
We request you to make the payment immediately or contact us if you have any queries regarding this payment.
In case you have lost the original invoice, check the copy of the invoice, attached with this mail.
If there is no response from you within the next 48 hours, then you might have to face the consequences.
Looking forward to your response.
Thanks and regards,
(Your first name/company name)
Why this reminder works: A full month is overdue and all the reminders have been ignored. Hence, reach out to your clients with a tougher approach. Make it clear to them that the delay will lead to extra charges as compensation. Maintain the tone of the mail and do not make it accusatory as that will pull down your professional image.
Thank you email about the payment made
Late or on-time payment but this is a must mail you need to send to your client
Email subject: Thank you for the Payment (Invoice #0000)
Message:
Hi (Name of your client, preferably first name),
This is to inform you that we’ve received the payment for Invoice #0000. We are really thankful.
We appreciate being able to serve you and hope to continue doing business with you.
Thanks and regards,
(Your first name/company name)
Final thought!
It will not always be possible for you to prevent late payment but to ensure uninterrupted cash flow, payment reminder emails turn out to be very effective. Dispel your fear of sending invoice reminders and use invoicing software to set reminders.
Invoicing software like Billbooks allows you to set invoice reminders and keep a follow-up on outstanding invoices. You can set reminders at intervals you want and also turn them on or off as per your convenience. Send out friendly reminders and automate, track and record the entire process to and solve cash flow problems.
