Request Letter for Payment (Sample & Format)

Asking clients to pay overdue bills can be unpleasant. However, it is something most business owners have to deal with from time to time. A request letter can help you communicate with a customer that their payment is due in a professional manner. It can also allow you to inform them that they need to make the payment by a specific due date or face specific consequences.

In this article, we review how to write an effective request letter for payment.

The chances of getting your recipient to respond positively depend on how you phrase your message. The following guidelines should help you get the best results from your payment request letter:

  • Use a formal business format
  • Get straight to the point – Use the first paragraph to explain why you are writing.
  • Provide pertinent information, if necessary, to help the recipient remember who you are.
  • Give a brief description of what you wish the reader to do
  • Include a deadline by when the payment should be made
  • Give the reader options through which they can comply with your request.
  • Include and mention any relevant documents such as an invoice
  • Provide your contact information for when the recipient needs answers or clarifications
  • State a consequence for failing to comply with your request
  • Always follow up on your payment request letter, so the client is aware of the urgency of the matter

Payment Request Letter Format

{Date}

{Recipient’s Name}

{Recipient’s Address}

{City, State, Zip Code}

Subject: Request for Overdue Payment

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

This is to bring to your attention that I have not received payment for {specify product/service}, which was provided on {date} by {business name}. The amount due is {amount}. I have attached the invoice for your consideration.

I would appreciate it if you settle your bill in full by {deadline} because {state reasons}.

If you have any questions or concerns, contact me at {contact information}.

I look forward to a prompt response.

Sincerely,

{Your Name}

{Job Title}

{Company Name}

Sample Payment Request Letter

July 21, 2029

Jennifer Goodwin

123 Main Street

4567 OH, Texas

Subject: Request Letter for June 12 Payment

Dear Mrs. Goodwin,

This is in reference to the plumbing services you received from Pipe Homes Ltd on April 4, 2029. According to our agreement, you were supposed to offer payment by June 12 2029. Our records show that you have an outstanding bill of $456. I have attached a copy of the invoice for your consideration.

We would appreciate it if you send the stated amount by July 30, 2029. Otherwise, we will be forced to begin charging an interest rate of 5 percent per month on the outstanding balance.

If you have already sent this amount, please disregard this letter and sorry for any inconvenience we may have caused.

Thank you for your compliance in this matter.

Sincerely,

Henry Parrila,

Accounts Manager

Pipe Homes Ltd.

Request Letter for Payment Templates and Samples

As a business owner, you may need to write several request letters for payment. Here are a samples and templates to help ease the process. You can customize them to fit your needs.

Simple Payment Request Letter

This letter is often sent as the first notice of an overdue payment. It should draw the customer’s attention to the product or service they received, the amount due, and when they should pay. When drafting this letter, maintain a courteous tone.

Simple Payment Request Letter

Request Letter for Outstanding Payment

This is an official reminder sent by a company, institution, or individual to a client. It is sent when the deadline for making a payment has passed, and the client is required to comply as soon as possible.

Request Letter for Outstanding Payment

Payment Release Request Letter

This is a formal request written to a customer who is withholding payment. It should contain details of the said payment and a timeline for the release.

Payment Release Request Letter

Conclusion

When drafting the first request letter for payment, be polite. Understand that there may be a genuine reason for the delay in payment. Inform the client of their overdue bill and encourage them to pay or get back to you with any concerns. In subsequent letters, however, you can provide the customer with a deadline and possible consequences if they fail to comply.