How to Write Reminder Email to Client for Payment

Business is always associated with a certain degree of risk. Therefore, preventing risk occurrence is not always possible, but you can try to solve the problem as it appears. The problems faced by business people, one way or another, derive from certain circumstances. It is these circumstances that you should remember when the customer did not pay the bill on time. In this article, we'll talk about 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.

Okay, we know why you really came here - to find some ready-to-use solutions for such a delicate issue. There you have it: download these Top 5 most effective email reminder templates, as well as Top 10 best email subject lines to make sure your clients open them. Just leave your contact email in the form below and we'll deliver the templates right to your inbox!

Payment Reaminder Email

Payment Reminder Email Templates

Pre–written copy to politely remind about the overdue payment

  • Reminder Email
    Make sure you get your payment
  • Reminder Email
    Simply copy-paste the text
  • Payment Reminder Email
    Based on useful experience

Table of Contents

  1. Top 5 Payment Reminder Tips
  2. Must-Have Points For Your Email
  3. Force-Majeure Circumstances
  4. The Best Time to Send an Email

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 the situation, period 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 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. Shift to consequences.
    As far as the number of emails you have already sent to the client increases, you should make an increasing emphasis on the consequences that a non-payment will entail. Add this information impartially but honestly.
  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

Greeting

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.

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