How to Write an Email to Collect Payment

When you provide goods or services to a client, you do so in good faith. You expect that the client will pay you in full and within the agreed period. You might even be willing to allow them a few days after the due date to process payment. However, if they fail to, you might need to send them a collection email.

In this article, we explore how to write an email to collect payment. This is a formal document sent to a customer or client to request payment for delivered goods or services. It informs the reader that their bill is overdue and urges them to honor their commitment.

What to Include in a Collection Email

Collection emails are often sent in intervals. They tend to vary in tone and urgency, with the fourth and last one carrying a final note. Regardless of the type of collection email you are currently drafting, here all the details you should include in it:

  • Nature of Debt – Start by mentioning the invoice number, name of purchased goods or services, and amount due. If you have provided these details in previous emails, make sure to mention they are a reminder.
  • Debt Details – Provide the date of the original invoice and mention how many days past due the debt is at the moment. Again, if this is a second or third email, mention what has changed since the previous correspondence.
  • Previous Attempts – Mention all your previous attempts to collect the debt. These could include previous letters, emails, and phone calls. You can also mention the times the reader failed to respond.
  • Instructions – Provide the reader with payment instructions, including a new deadline.
  • Contact Information – Include your email address and phone number and invite the reader to contact you with any questions.
  • Warning – Warnings are common in the third and fourth emails. If you have tried to request payment several times before, mention the steps you plan to take if your instructions are ignored. If not, encourage the reader to finalize payments.

Writing Tips for a Collection Email

Even knowing what to say, it can be difficult to figure out how to say it. Here are some tips to help you get your message across in an email to collect payment:

  • Write in a polite but firm tone.
  • Always provide details of the purchased goods or services.
  • Politely remind the reader of their previous agreement or contract with you.
  • Provide the reader with several action steps they can take
  • Create a new deadline
  • Keep your letter short and to the point.
  • Avoid using rude or dismissive language.

Email to Collect Payment (Format)

{Date}

{Client’s Name}

{Client’s Address}

{City, State, Zip Code}

Re: {Invoice Number}

Dear {Mr./Mrs./Ms. Last Name},

I am writing to remind you of your invoice {invoice number}, which was due on {due date}. According to our records, you owe {company name} a sum of {overdue amount} for {name of product provided or service rendered}.

The {product/service} was provided on {date} and you agreed to make payments by {set pay date}. This was {duration e.g., 2 weeks} ago.

We would appreciate it if you made payments to {account number} by {deadline}. You can do this through {payment method 1} or {payment method 2}.

Thank you for your continued support.

Sincerely,

{Your Name}

{Job Title}

{Company Name}

Sample Email to Collect Payment

19 November 2030

Mary Higgins

543 Hollywood Blvd

Atlanta, GA 34521

Re: Invoice Number 234/ABC

Dear Mrs. Higgins,

I am writing on behalf of ABC Company to bring to your attention invoice 234/ABC, which was due two days ago. I have attached the said invoice. As per our records, you owe us $320 for a shipment of china made to you on 2 November 2030.

Kindly process the payment to account number 234ABC0 by 24 November 2030. Doing so will allow us to close this month’s records. If you have already made this payment, please ignore this message.

Thank you for your continued support.

Sincerely,

Hayley Holt

Finance Manager

ABC Company

Email to Collect Payment (Word Template)

Details
File Format
  • MS Word

Conclusion

Now that you know how to write an email to collect the payment, you can easily collect overdue checks without the risk of losing customers. Remember to maintain a polite and professional tone. The client might have genuinely forgotten about the outstanding payment.

Make sure to include the invoice and all the details of the debt, including exact dates. If you would like to be reimbursed, note down your account details.

Finally, always include your full name, signature, and address.

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