How to write a payment reminder
The best reminder makes payment easy and gives the customer a simple way to flag a genuine problem.
Before the due date
A short courtesy reminder can prevent an invoice being missed: ‘Invoice 1042 for 850 is due on 30 September. I have attached a copy and the payment details are below.’ Keep it factual rather than apologetic.
After the due date
State that the invoice is overdue, repeat the amount and due date, attach it again and ask for a specific response: payment by a named date or confirmation of the reason for delay.
Include everything needed to act
Every reminder should contain the invoice number, amount outstanding, original due date, payment instructions and your contact details. Remove the excuse to search an old thread.
- Send from an address the customer recognises.
- Keep a copy of each reminder and response.
- Separate a disputed invoice from one that is merely delayed.
Escalate proportionately
If reminders are ignored, move from email to a phone call and a formal written notice. Only mention fees, suspended work or recovery steps that are supported by your agreement and applicable rules.