Best Payment Reminder Email 2023

When it comes to sending payment reminders for overdue payments the challenge is to collect the claim and retain a good relationship with the customer.

We have created best practice templates for you to maximize the chances to get paid and retain a good relationship. Both aspects are taken into consideration and the templates are created to maximize your revenues over time. Remember that if you have problems in debt collection because of a non payment of invoice or bad debt collection, Oddcoll is an international debt collection platform that very simply and quickly will help you to pursue commercial debt collection

The best practice is to send two escalating payment reminders, the first email is a polite reminder and the second email is more direct to the point and explains the consequences of not paying.

Below you can find the templates for both the polite- and the final email reminder (send the polite email first).

 

Email 1: Initial Payment Reminder

Subject: Urgent: Overdue Invoice for [Invoice Number]

Dear [Client’s Name],

I hope this email finds you well. I am reaching out to you regarding the outstanding payment for Invoice Number [Invoice Number] dated [Invoice Date]. As per our records, the payment is now [number of days] overdue.

We understand that sometimes oversights happen, and we kindly request your prompt attention to settle the outstanding amount of [Amount Due]. Your timely payment is crucial to maintaining a healthy business relationship and enabling us to continue providing you with quality services.

To facilitate the payment process, I have attached a copy of the invoice to this email. You can make the payment using the following methods:

[Provide payment options: bank transfer, online payment portal, etc.]

If you have already made the payment, please disregard this email and accept our apologies for any inconvenience caused. However, if the payment is still pending, we request you to take immediate action to settle the outstanding balance.

Should you require any assistance or have any questions regarding the invoice or payment process, please do not hesitate to contact me directly at [Your Contact Information]. I will be more than happy to assist you.

We value your business and look forward to resolving this matter promptly. Thank you for your attention to this urgent matter.

Best regards,

[Your Name]
[Your Position]
[Your Company]

 

Email 2: Overdue Invoice Reminder

Subject: Reminder: Unpaid Invoice for [Invoice Number]

Dear [Client’s Name],

I hope this email finds you well. We wanted to bring to your attention that an invoice for the amount of [Amount Due] remains outstanding for [Invoice Number] dated [Invoice Date].

As a valued client, your prompt attention to settling this payment is greatly appreciated. We kindly request that you make the payment as soon as possible to avoid any further inconvenience or disruption in services.

Please find attached a copy of the invoice for your reference. You can conveniently make the payment using one of the following methods:

[Provide payment options: bank transfer, online payment portal, etc.]

If you have already made the payment, we apologize for any confusion caused, and we kindly request you to disregard this reminder. However, if the payment is still pending, we urge you to take immediate action to clear the outstanding balance.

Should you have any questions or concerns regarding the invoice or need assistance with the payment process, please feel free to contact me directly at [Your Contact Information]. I am here to help and provide any necessary support.

We value your business and appreciate your prompt attention to this matter. Thank you for your cooperation.

Warm regards,

[Your Name]
[Your Position]
[Your Company]

 

Email 3: Polite Payment Reminder

Subject: Friendly Reminder: Outstanding Payment for [Invoice Number]

Dear [Client’s Name],

I hope this email finds you well. We trust that you are satisfied with the services provided by [Your Company]. We wanted to draw your attention to an unpaid invoice for the amount of [Amount Due], which remains outstanding for [Invoice Number] dated [Invoice Date].

As a valued client, your timely payment is crucial to maintaining a smooth working relationship. We kindly request you to settle this payment as soon as possible to avoid any inconvenience and to help us continue delivering high-quality services to you.

Attached to this email, you will find a copy of the invoice for your reference. To facilitate the payment process, we offer several convenient options:

[Provide payment options: bank transfer, online payment portal, etc.]

If you have already made the payment or if there is a specific reason for the delay, please let us know so that we can make the necessary arrangements or address any concerns you may have.

Should you require any assistance or have any questions regarding the invoice

4 min read.

  What regulations apply.
  The international collection process.
  How to achieve effective debt collection.

1. Payment reminder email (friendly)

To:  (Insert recipient email)
Subject:  Payment Reminder

“Attach the invoice!”

Hello,

This is a friendly reminder that the invoice is overdue, please find the invoice attached.

We understand that oversights happen but would appreciate prompt payment of this amount. If payment has already been made please ignore this email. Please let us know when we can expect to receive the payment?

Thanks in advance for your cooperation.

Best regards,

2. Payment reminder email (Final)

To: (Insert recipient email)
Subject: Final Payment Reminder – IMPORTANT

“Attach the invoice!”

Dear customer,

This is the last reminder of your overdue invoice, invoice attached.
Please pay the invoice immediately.

The next step in our process is to proceed with legal actions without any further communication, please pay immediately or contact us if you like to make another financial arrangement with us.

Thank you for your cooperation.
If payment has recently been made, please ignore this reminder.

Best regards,

Best practice is to only use these two email reminders. More than that has a minimal effect on the chances to receive the outstanding amount and whenever you decide to take further actions the added time will not be in your favor. I recommend you use the exact templates, but if you want to adjust it, be sure to keep the tone. After all, it is the best practice for a reason. We recommend you to read How to Collect Past Due Invoices .

Feel free to link to this site to help other receive payment as well.

Oddcoll is a platform with Debt Collectors worldwide, enabling internationally- oriented companies to recover their overdue invoices with ease.

Countries we cover

We cover the whole of Europe

Central Asia

Debt collection Armenia
Debt collection Azerbaijan
Debt collection Georgia
Debt collection Kazakhstan

Debt collection Kyrgyzstan
Debt collection Mongolia
Debt collection Tajikistan
Debt collection Uzbekistan

Oceania

All Countries in Africa

Applies to all our partners

– Legal authorization to recover claims in their countries
– B2B Collection Specialists
– Communicates in English
– Experts in their national debt recovery legislation

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