Payment Reminder Email (Template & Sample)

A payment reminder email is a document sent to a client reminding them to pay an overdue invoice to your business or company. Compared to the legal process of acquiring debts, it is a more natural and quick way to get a customer to comply with your request. It is also friendlier and fosters long-lasting work relationships.

A payment reminder is a way of giving the recipient the benefit of the doubt. It takes into account that your client may have forgotten about the due date or could be facing financial difficulties.

Do you wish to remind a customer of an overdue payment? These tips should help you draft a valid payment reminder email.

  • Include Your Basic Personal Information. Include your job title, company’s address, and contact number. This should help the client know exactly where the email is from and why they’re getting it. Also, include the date in which you wrote the email for record-keeping.
  • Use the Right Tone. When drafting the first reminder, be professional but friendly and polite. Do not assume that the customer intentionally missed payment. Instead, consider that they might have forgotten or encountered bank transfer complications. Remember, you are writing a payment reminder, not an accusation.
  • Address the Letter Appropriately. Include the customer’s physical address, contact details, and official names. This is to ensure that the email is sent to the intended recipient. Maintain as much accuracy as possible, so the email is not dismissed.
  • Attach the Necessary Documents. You should attach all the invoices owed and explain each bill’s details right under the first paragraph. This will help the client understand the nature and amount of debt owed.

What Should You Include in the Body?

  • The First Paragraph. When drafting the first paragraph, go straight to the point. Inform the recipient of the late payment. Tell them precisely what the amount is for and when it was due.
  • The Second Paragraph. The second paragraph is where you explain the importance of the stated amount to the company. If it is the first reminder, be polite. On the other hand, if it is a second or third notice, be professional but assertive and emphasize the urgency of the matter.

    Mention previous reminders and the exact dates they were sent. You can also include consequences should the customer fail to respond this time.
  • The Last Statement. Use the last paragraph of your email to remind the customer why it is essential to the company that they pay their bill. Apologize for any inconvenience you may have caused in case they have already settled the invoice. When closing, include your official name, job title, and the name of the company.

Email Template for Overdue Payment Reminder

{Date}

{Recipient’s name}

{recipient’s address}

Dear {last name},

RE: Invoice for Account Number {number} Due {date}

This is to remind you that the payment of an invoice for your account number {number} is due on {date}. The total amount owed is {amount} and can be paid to the account number specified on the invoice.

I have attached a copy of the invoice for your reference. Please contact me if you have any questions concerning the same.

Sincerely,

{Your name}

Sample Payment Reminder Email

24 June, 2033

Victor Campbell

2356 Mallory Road

North Heights, 3456 Colombia

Re: Payment Reminder of Due Invoice

Dear Campbell:

This is a letter to notify you that your owed payment of $1400 was due on 22 June, 2033. I have attached a copy of the invoice with the stated amount for your reference. Please submit a check or money order to our office personally or through the mail.

If you have already made the payment or mailed the check, I apologize for any inconvenience. If not, kindly do so immediately.

Thank you for your continued compliance and for making this matter a priority.

Sincerely,

Adams Boyle

Head of Accounts

Pontius Kitchenware Limited

Payment Reminder Email (Word Format)

Final Thoughts

A payment reminder email is the first step towards acquiring a due payment. While the correspondence is formal, remain firm but courteous. Remind the client of their obligation and that the time to honor it has lapsed. Then, provide them with suitable means to make the payment. Ensure you include your contact information in the email should they have questions.