In one of our previous articles, we’ve talked about following up with a client after quotation. In this post, we’ll discuss how to write a gentle reminder email to a client for payment that will inquire about the reason for the delay politely and speed up the obligations fulfillment in an efficient way.

1. Top 5 Payment Reminder Tips

As you may have guessed, the success of such a message greatly affects the payment speed. However, a frankly rude email can, on the contrary, spoil partner relations with the client. Naturally, the text of your message will differ on your sales process, whether the customer is upset or not, and other factors. However, the basic rules of writing a reminder email must always be respected. We collected major of them in this top.

  1. Assume the best. If the customer did not pay the invoice for the first time, most likely they simply forgot or confused the payment date. Reminding them of the bill you will get an answer very soon and also make them feel uncomfortable. Therefore, don’t spoil relations with the client with threats at the earliest stage. Remember that as a partner you should always remain professional, polite, and sympathetic. That’s why when writing an email consider the best, not the worst reason for such client behavior. Instead of demanding a payment offer your help to the client. Maybe they don’t know the relevant payment details or experience other types of difficulties.
  2. Use certified mail only. Clients, especially business people, often use email extensions or ways to protect mailboxes from unwanted emails. By sending a letter from an unknown or unprofessional address, you risk that the client simply will not see it due to its being marked as spam. Or, perhaps, the client can doubt that this email has been sent from a reliable source and contains correct data and payment details.
  3. List payment alternatives. Check whether you have given the complete information about the payment. It is likely that the client cannot use a certain method of payment, so why not list the alternatives? Perhaps the customer is very busy and can not find an alternative payment method themselves while your help will accelerate the payment.
  4. Use a proper tool.
    Your email may easily get filtered to the spam folder if not written properly. Moreover, it may end up there simply due to the tool or email address you use. Thus, you have to pay extra attention to the software. Entrust your communication with clients only to trustworthy systems such as NetHunt CRM. It doesn’t only save your email from a spam folder, but also shares insights into the particular email or email campaign. This way you’ll be able to see how many times the respondent has opened the email and if they have clicked any links.
  5. Stay informative: neither flowery nor rude. The best strategy for such a message is impartiality. Provide facts, highlight the main thing, provide help without words. An artificial friendliness will not help you get paid, and rudeness will make your company look unprofessional and can spoil your reputation.

2. Must-Have Points For Your Email


Since we strive to compose a polite reminder email about a missed payment, it should be started with a gentle greeting. Avoid stating the purpose in the very beginning. Better start with the formal “Dear {client_name}” or replace the recipient’s name with their work position.

Main Body

The most delicate part of this email is the reminder email to a client itself. It is better to start the message in some positive and unobtrusive manner. Start on a positive note, for example, say something like “we hope you are enjoying the product” or “hopefully you experience no troubles with…”. Follow up with the clear but friendly payment delay description. It’s recommended to use passive voice to avoid a personal violation, for instance, by saying “account remains unpaid”, “payment is overdue”. Give all the information necessary to understand the email objective and pay the bill:

  • Include the original bill copy
  • Attach the revised invoice
  • List all possible payment options and details, etc.

Finish the message with a polite call to action. It would be great to sound both encouraging and thankful.

Final Words

Since a polite reminder email to a client begins with a greeting, your own signature has to come in the end. Don’t forget to include the sender’s essential data such as the name, position, company, and contact details.

3. Force-Majeure Circumstances

We have repeatedly said that it is necessary to proceed from the assumption that the customer did not pay the bill not by their own fault. Let’s list the most common cases when your letter can be really inappropriate.

  • Delay in shipment. Very often there are unforeseen circumstances associated with the delivery. Therefore, it will be quite fair if the customer did not pay for the goods before they got it in their hands. In this case, you need to help them solve the problem or prove the client has already received the goods presenting strong evidence. In case the payment was delayed not through the client’s fault, you should apologize in the next email.
  • Delay in a bank transfer. The same is also true for delays in bank transfers. Perhaps the money was delayed because of the bank’s shortcomings.
  • An advanced payment. If you provide prepayment services, make sure that the client is fully aware of this. Such information should be provided before the purchase/order. It is possible that having learned about such a feature too late a customer will not agree to continue cooperation with you and will be disappointed.

4. The Best Time to Send an Email

As a rule, late payment possibility is stipulated in the contract or any other type of agreement between parties. In such a case, they have a certain period to fulfill the obligations. In fact, the sooner you freshen up the client’s memory, the higher the chances you’ll get your money, so the first day of the delay is the best option to start a reminder campaign. Moreover, the longer you wait to note on the due obligation, the more you risk aggravating the status of the agreement.

There’s another polite and very efficient practice to send a gentle reminder in advance of the actual due date. Contrary to the first option, such a letter does not offend the client. Thus, they will feel a high level of collaboration and perceive such a letter as help and confidence. You can set-up a follow-up reminder in NetHunt CRM to ensure that you don’t miss the payment date.

On the Internet, one can find a huge number of emails-examples that can be adapted and put into practice. However, as you know, easy ways do not bring a proper result while mistreating the customers is always harmful to business. Using the tips and ideas from this article, you will be able to create a reminder that will match your specifics and strengthen your relationships with customers.

Don’t forget to share this post with friends and colleagues!