7 Best Outstanding Payment Reminder Email Templates for Overdue Payments (2023)

Reading Time: 8 Minutes

Published : February 5, 2023

Last Updated: February 15, 2023

We are sure you must have encountered at least one client who was reluctant to pay the bill on time for whatever reason. Chasing and dealing with such late-paying clients is not only a time-consuming process but also an emotional and financial drain since a steady cash flow is critical to the survival and growth of any business.

7 Best Outstanding Payment Reminder Email Templates for Overdue Payments (1)

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However, this does not mean that you use unethical & unprofessional means to collect the money owed to you. On the contrary, you must maintain a professional attitude and a polite tone throughout the process to avoid damaging your relationship with the client and losing them. Moreover, your company’s reputation is far more valuable than late payment.

7 Outstanding Payment Reminder Email Samples (Templates)

In this section, we’ll walk you through 7 invoice payment reminder email samples templates you can use at various intervals.

  • Email 1 | The First Payment Reminder Email: 7 Days Before The Due Date
  • Email 2 | Payment Due Date Reminder Email: On The Due Date
  • Email 3 | Payment Reminder Email Template: 7 Days After An Overdue Payment
  • Email 4 | Payment Reminder Email: 14 Days After Overdue Payment
  • Email 5 | Final Payment Reminder Email: Payment Due For More Than A Month
  • Email 6 | Final Payment Reminder Email: Payment Due For More Than 2 Months
  • Email 7 | Final Payment Reminder Email: Payment Due For More Than 3 Months

Mail 1 | The First Payment Reminder Email: 7 Days Before The Due Date

The first email you send should be welcoming and informative. It also has to be brief. Make sure you don’t ask for payment immediately because the invoice isn’t due yet. Ensure that you write the email in such a way that your client believes you are regularly tracking their invoices and will contact them if they do not pay on time.

Type of email: Follow-up on Invoice

Subject Line: Follow-up on Invoice #65456

Hi {first name of client},

I hope you are doing well.

This is {your name} contacting you on behalf of {company name} concerning the payment on {invoice number}, which we sent on {date}, will be due next week.

I’m sure you must be busy, but it would be great if you spare some time and look over the invoice when you get a moment. Please let me know in case of any questions.

Thank You,

{Your Name}

Mail 2 | Payment Due Date Reminder Email: On The Due Date

This will be your first attempt to persuade your customers to make a payment. However, you should not only keep it short, but you should also keep it to the point. Also, you must maintain a friendly and courteous tone since the payment is technically not past due.

(Video) The Perfect Format for a Payment Reminder Email

Type of email: Your Invoice {Invoice Number} is due today

Subject Line: Your Invoice {Invoice Number} is due today

Hi {first name of client},

This is just a reminder that payment on invoice {invoice number} (total {amount}), which we sent on {date}, is due today. Please make the payment to the specified bank account on the invoice.

If you have any questions, please reply, and I will be happy to clarify them.

Thank You,

{Your Name}

Mail 3 | Outstanding Payment Email Template: 7 Days After An Overdue Payment

You can send payment reminder messages seven days after the due date. This should be the first late payment reminder email informing your customer that their invoice is past due. As a result, your tone should become a little more assertive.

Also, attach a copy of the invoice or send them a link to the original invoice so they can get it if they misplaced or deleted it.

Type of email: Your Invoice {invoice number} Is 7 days overdue!

Subject Line: Your Invoice {invoice number} Is 7 days overdue!

Hi {first name of client},

Our records show that we haven’t yet received payment of {amount} for Invoice {invoice number}, which is overdue by 7 days. It would be appreciated if you look into this.

In case the payment is already sent, please disregard this notice. And in case you have lost this invoice, please find another copy attached herewith.

Thank You,

{Your Name}

Mail 4 | Payment Reminder Email: 14 Days After Overdue Payment

You must be more direct in this email. For example, make an explicit request for payment and a request for the client to respond if they have received your message.

Type of email: Your Invoice {invoice number} is 14 days overdue!

Hi {first name of client}

(Video) How to send Payment Reminder/ Payment follow up letter to customer |

I wrote to you multiple times to remind you of the {amount} due, which we sent on {date}. So this is a reminder to say that payment is 14 days overdue.

If you have any queries regarding the payment, please reach out. Attached is a copy of the invoice in case the previous one is misplaced.

Please confirm and reply to this email as soon as possible.

Thank You,

{Your Name}

Mail 5 | Final Payment Reminder Email: Payment Due For More Than A Month

After multiple failed attempts to contact the client, you must take a more aggressive approach. If the customer takes your professionalism for granted, consider the possibility of receiving compensation for late payments.

Type of email: Invoice {invoice number} from {date} is overdue – please send payment ASAP

Subject Line: Invoice {invoice number} from {date} is overdue – please send payment ASAP

Hi {first name of client},

This is a reminder that I am yet to receive payment {amount} owed on invoice {invoice number}. Please note that, according to my terms, you may be charged additional interest on payment made 30 days after the invoice is issued.

Again, please contact me in case of any queries regarding the payment. Else, please organize for settlement of this invoice immediately.

Thank You,

{Your Name}

Mail 6 | Final Payment Reminder Email: Payment Due For More Than 2 Months

Type of email: Action Required – [Invoice Number] is 60 Days Overdue

Subject Line: Action Required – [Invoice Number] is 60 Days Overdue

You’d want to penalize the client when the invoice is due for over two months. You can even charge late payment fees (per the payment terms) and highlight the same.

Hi {first name of client},

Your invoice #[Invoice Number] with us is now 60 days overdue. Please satisfy your balance of [Amount] ASAP.

We will apply interest fees to your account per the mutually agreed terms. You can view and pay your invoice online at [Link to Invoice].

Thank You,

(Video) Payment Reminder Email Samples || Best E-Mail Ideas for Payment Reminder || Software Suggest

{Your Name}

Mail 7 | Final Payment Reminder Email: Payment Due For More Than 3 Months

This should be the last email for unpaid invoice reminders. You can be strict and even consider mentioning the repercussions of not paying the invoice, such as legal issues.

Type of email: Final Notice for Overdue Invoice #[Invoice Number]

Subject Line: Final Notice for Overdue Invoice #[Invoice Number]

Hi {first name of client},

Your delinquent account with us has an outstanding balance of [Amount] from invoice #[Invoice Number], which is now 90 days past due.

You have 15 days from the date of this message before we send your account to an outside collection agency.

Please contact us at [Phone Number] for payment options.

Thank You,

{Your Name}

If the client fails to pay attention or the overdue payments despite receiving seven outstanding payment reminder emails listed above, you should call them and confront them directly. If they agree to pay within a mutually agreed-upon time frame, wait a few more days. However, if they fail again, there is always a legal way to bring them to justice.

But we hope you never have to get to this point and that you only use the legal action as a last resort to ensure that your relationship with the client does not deteriorate and that you do not lose a potential client. But, at the same time, ensure you get your hard-earned cash, which is essential for cash flow and business expansion.

6 Things To Include In Your Outstanding Payment Reminder Email Format

When you send invoice payment reminder emails to a company, keep in mind that your email will be one of the hundreds they receive daily. So, when sending a payment reminder, ensure your email stands out in the inbox and grabs the recipient’s attention.

1. Keep The Subject Line Concise And Precise

7 Best Outstanding Payment Reminder Email Templates for Overdue Payments (3)

When we receive an outstanding payment email, we want it to be precise. Therefore, include your Company Name or Contact Name in the email’s subject line and body. This will help the recipient figure out who sent the email.

Another reason to keep your subject line short is that email providers show a limited number of characters in the email. Therefore, long subject lines won’t be visible completely and can reduce the open rates significantly.

7 Best Outstanding Payment Reminder Email Templates for Overdue Payments (4)

2. Include Updated Information

When creating an outstanding payment reminder email, it is critical to include information about a client’s invoice. This will help the client find out essential details. Besides, if you have a large client base, we recommend using e-invoicing software to streamline the payment process.

3. Clarify The Payment Options You Accept

7 Best Outstanding Payment Reminder Email Templates for Overdue Payments (5)

To make payments easier for your customers, including the payment methods you accept – cash, credit card, check, mobile payments, money orders, or Automated Clearing House (ACH), in your Outstanding Payment Reminder Email as well. Note that offering an online payment solution can help you settle invoices/payments more quickly.

4. Mention The Billing Date

When sending payment reminders, you must include the invoice date, whether it is for a past due or upcoming payment. Ultimately, encapsulating all this necessary information, including a date in an outstanding payment reminder email, will ensure that the client has no reason to delay payment any longer.

(Video) 4 Friendly Reminder Email Templates To Get Invoices Paid

5. Use The Right Tone

In order to come across as friendly and approachable, your tone should be:

  • Friendly: You’re writing in a way that makes your reader feel like they’re talking directly with you. Use words such as “we” and “our” rather than “I,” “me,” or “my.”
  • Conversational: It should sound like you’re conversing with your reader instead of addressing them formally. This helps them identify with you more quickly and makes the email easier to read.
  • Polite: Always use polite language when communicating with customers. Your goal is not just to address their immediate problem but also to build goodwill so that they’ll be more likely to recommend your product or service in future conversations.

6. Show Gratitude

While it may seem obvious, sending a thank you email when someone makes a purchase is an easy way to show appreciation and make them feel valued. You must let customers know how much they mean to you, so thanking them for staying with you over time is an excellent way to do this.

Essential Elements of an Effective Payment Reminder Email

  • Have a clear and concise subject line.
  • Use a professional tone in your emails, even if you’re writing to friends or family members.
  • Be sure to include friendly reminders about the payment due date and amount owed in each reminder email you send out. This will help ensure that your customers don’t miss their payments without being too aggressive or pushy.
  • State the amount due in each payment reminder letter as well as any other relevant information, such as late charge fees and interest rate increases (if applicable).

The Bottom Line

Every business or individual needs consistent and timely payments to run and grow their business empire. However, this is a far-fetched dream since no company receives all payments on time.

You’ll need professional tactics to secure late payments, including the above-mentioned outstanding payment reminder email samples. However, we are confident that if used properly, these late payment reminder emails will help you secure your overdue payment.

Frequently Asked Questions

It is important to remain courteous and professional when writing a payment reminder email is important. You will thank the customer for their business and remind them that their payment is overdue. Thus, include the amount owed and the payment date. You may also include additional payment details, like late fees.

There's no right or wrong answer to this question - it depends on your personal preference and style. For example, some find it helpful to use a template for writing outstanding payment emails, while others prefer to write their versions from scratch. If you're unsure what approach to take, try both methods and see which works better for you.

There is no one-size-fits-all answer to this question, as the best payment reminder email format will vary depending on the situation and the recipients. However, some tips on formatting a payment reminder email include keeping the message short and to the point, using a clear subject line, and including all relevant information (such as the amount owed and the due date). You can also use our payment reminder email sample mentioned above.

The best way to approach this situation is by politely asking for the money you're owed. You can also give them a deadline for payment, and if they don't respond or pay by that date, you can take further action, such as contacting their bank or hiring a collection agency.

7 Best Outstanding Payment Reminder Email Templates for Overdue Payments (6)

Rohit Rajpal

(Video) The Perfect Time to Send Payment Reminder Emails

Rohit is a seasoned writer with expertise in digital marketing, customer experience, and the SaaS niche. His specialization lies in writing easy-to-understand, jargon-free content that sticks readers to the screen. When he is not writing, he is either reading blogs by industry experts, playing with his dog, or binge-watching the latest web series.

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