How to Write Reminder Email to Client for Payment

Running a business in a seamless manner is almost impossible. Even if any party of collaboration process embraces reliability, versatile external circumstances can be in the way of smooth interaction. Such circumstances may cause a default of obligations of either party. Nevertheless, it is not obligatory to go into a flat spin or engross in thought about a lawsuit. In some cases, writing a reminder email can be a way to evade miscellaneous unnecessary actions and troubles. Our world is not as cruel as it may seem, and a friendly approach to any kind of activities can bring much more fruit than a fierce complaint against your partner.

Table of Contents

  1. Cases Requiring a Polite Refresher
  2. Proper Waiting Period Before Sending an Email
  3. Efficient Text of a Refresher
  4. Reminder Sample
  5. Bottom Line

1. Cases Requiring a Polite Refresher

Although each agreement has its own subject, the obligations of parties are usually the same. As a rule, the bulk of stumbling points is associated with money and time. Let’s review the most frequent cases when a polite reminder email to a client or a contractor is needed.


Obtaining profit is the aim of any contractor or vendor. The accomplished work or services need to be paid and any delay in payment is a common reason for a tension between parties.


Some scenarios stipulate a necessity to accomplish a certain work based on advanced payment. In this situation, a client acts as a suffering party since the money is paid and the work is not performed yet.


Another case when client experiences worry is associated with a delay in shipment. Similar to work delays, the payment is done by a client. A shipment delay can be caused by a vendor’s failure or miscellaneous external factors.

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This case has a preventive behavior since a key point of collaboration has not come yet. Nevertheless, any of parties is willing to avoid any possible delays or failures. Hence, a polite reminder is a decent solution to contribute to a fruitful cooperation.

In the present article, we will not detail any of the above-mentioned scenarios but concentrate on the most frequent one, namely late payment. The money issue is the most common point in the relations between a client and a contractor. On this account, knowledge of writing a gentle reminder email to a client for payment will be a useful tool for any agreement.

2. Proper Waiting Period Before Sending an Email

If you happened to face a payment delay, the first question coming to mind is “Should I send a reminder email to the client immediately?” As a rule, a possibility of late payment is stipulated in the agreement between parties. Each party is given a certain period to fulfill its obligations. Upon the expiration of the established period, there is no need to be in for a long time before sending a refresher. The first day of the delay is the proper date to remind on due obligations.

In fact, the sooner you freshen up the client’s memory, the higher chances you have to get your money. On the contrary, if you wait some time until to note on the due obligation, you risk aggravating the status of the agreement.

In the case when there is no established date for the payment, a bit expectation is a proper policy. Such scenario is a seldom thing but it is still possible. For this reason, a couple of days as a buffer period for your client are enough.

Another practical and efficient solution to avoid any default of obligations is to send a gentle reminder email to a client for payment in advance to the actual due date. Do not be afraid to insult your client because your collaboration is performed within the business relationship. Besides, you can set-up a follow-up reminder in NetHunt CRM to ensure that you don't miss the payment date.

Any business relationship foresees mutual respect and collaboration between parties. Hence, each party’s endeavor to ensure a seamless interaction should be welcomed. Sending a reminder about a certain action is the way to improve cooperation and eliminate any associated concerns.

3. Efficient Text of a Refresher

When you've narrowed down the time for sending a reminder email to a client, you should take care of an effective and substantial content. Naturally, the text of your message will be different based on the situation, period and other factors. We will summarize them all and review the process of writing such email for the scenario of a delayed payment.


Since our aim is to compose a polite reminder email to a client, it should be started with a gentle greeting to the defaulting party. Besides, your respect is better to express by addressing him or her by name. Avoid the desire to state the purpose of the refresher in the very beginning.

The type of the greeting is also essential. If your relationship with the recipient is strictly business, avoid informal “Hi” and opt for a more formal word “Dear”. The name of the recipient in the greeting can be replaced with its work position or a certain regalia.

Body Text

Now, we approached the most delicious part of the electronic letter. The idea of a polite reminder is not to submit a claim but to make a good point on a certain violation of liabilities. Hence, it is better to start the text in some positive and unintrusive manner. The message should not seem harsh. Standard and typical phrases like “we hope you are enjoying” or “hopefully you experience no troubles” are the accustomed way to avoid tension in the text.

However, the email has to cause the defaulting party to understand its fault. On this account, you need to describe the payment delay in a clear but friendly manner. It is better to use passive voice and avoid stating the personal violation. For example, such phrases as “account remains unpaid”, “payment is overdue” and so on are a proper way to deliver the essence of the trouble.

The end of the message should be as smooth as the beginning. Besides, the final part must contain a call to the desired action namely to perform payment. The word “please” must be the main attribute of this part of the text.

Finishing Touch

The end of the body text should not be the last thing that the recipient would see. Since the message begins with a greeting, the sender’s signature has to come in the end. Besides, final words in your message should be both encouraging and thankful to the expecting problem solution. As a rule, the signature contains the sender’s essential data such as the name, position, company, and contact details.

4. Reminder Sample

Subject: Urgently MakeMyDay Project

Dear Mr. Walker,

Hopefully, you enjoy benefits of the product we send you in accordance with the project No. 54834. At the same time, the payment of the mentioned product remains outstanding. The due date has expired two days ago and we hope that this message will be a proper refresher for you to make the payment.

If you have already made the payment, please disregard this reminder and accept our gratitude.

Kind Regards,

Selena Willowbane
Chief Sales Manager,
MakeMyDay Co.

5. Bottom Line

Recommendations above will help you in writing a reminder email for any violation of liabilities from your collaborative party. Experience has proven that advance reminders, as well as messages sent after the due date, allow evading multiple troubles related to payment issues. The main thing to recognize is to maintain tranquility and friendly spirit in any situation. Such approach will not only be appreciated by your clients but also save your nerves.

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