Having your clients pay on time is really important for your business. You might feel like avoiding confrontation or not want to seem so hard. But it is important for you to maintain the cash flow. What you can do is send them an effective payment reminder email that will help you get your invoices paid in challenging times and have better debtor management.
Read on for 8 most effective email templates that will help you remind your clients to make the b2b payments to the SME Accounts Receivables in a polite and firm manner:
1. Before the payment is due
This reminder email should be sent to your clients about a week before the payment is due:
Subject: Polite reminder (should include the name of your company and your invoice reference number)
Hi (name of the recipient),
I hope that you are doing well. I just wanted to drop a reminder that the payment of (the owed amount) is due on (due date) in respect to the invoice number – (invoice reference number).
It would be great if you could send a confirmation that everything is set for the payment.
Regards,
(Name of the sender)
2. When the payment is overdue by 1 day
When the payment is overdue by only 1 day, you can send them this polite reminder:
Subject: Polite reminder (should include the name of your company and your invoice reference number)
Hi (name of the recipient),
I hope everything is well with you!
We wanted to send you a gentle reminder of the pending payment of (the amount of the payment) which was due on (due date) in respect to the invoice number – (invoice reference number).
We understand that these are uncertain times and were hopeful to know when to expect the payment.
Regards,
(Name of the sender)
3. When the payment is overdue by 2 weeks
If your client hasn’t made the payment in 2 weeks, you need to send an email to remind them of the same and give them a sense of urgency.
Subject: Update on (should include the name of your company and your invoice reference number)
Hi (name of the recipient),
I hope everything is well with you!
We wanted to let you know that we haven’t received payment of (the amount of the payment) that was due on (due date) in respect to the invoice number – (invoice reference number). The payment has been overdue by 2 weeks. We understand that these are uncertain times, but this situation is becoming problematic.
If there are any financial issues, please let us know so that we can come up with a payment plan. Either way, please let us know as soon as possible.
Regards,
(Name of the sender)
4. When the payment is overdue by a month
If your client hasn’t made the payment in over 30 days, you should send them an email reminding them of the same and offering alternative payment options.
Subject: Payment options for (should include the name of your company and your invoice reference number)
Hi (name of the recipient),
I hope everything is well with you!
We wanted to let you know that we haven’t received payment of (the amount of the payment) that was due on (due date) in respect to the invoice number – (invoice reference number). Please let us know when you will be making the transfer.
We understand that these are uncertain times. If you would like to get an alternative payment plan, you can contact us at (phone number of your company) and we can arrange one for you.
Regards,
(Name of the sender)
5. When the payment has been made
After the client has sent the payment, you should send an email confirming and thanking them for the same. It will improve your future payment times.
Subject: Confirming payment for (should include the name of your company and your invoice reference number)
Hi (name of the recipient),
I hope everything is well with you!
This is a quick note confirming that we have received your payment with respect to the invoice number – (invoice reference number). We would like to thank you for making the payment. We really appreciate it during these uncertain times.
Regards,
(Name of the sender)
6. When the client has multiple invoices (before the due date)
Subject: Polite reminder (should include the name of your company and your invoice reference number)
Hi (name of the recipient),
I hope that you are doing well.
I wanted to drop a quick reminder of the upcoming payments for the following outstanding invoices:
(A table that contains all the invoices’ reference numbers)
It would be great if you could send a confirmation that everything is set for the payment.
Regards,
(Name of the sender)
7. When multiple payments are overdue
Subject: Payment options for (should include the name of your company and your invoice reference number)
Hi (name of the recipient),
I hope everything is well with you!
We haven’t received payment for the following invoices:
(A table that contains all the invoices’ reference numbers)
We understand that these are uncertain times and were hopeful to know when to expect the payment. If you want an alternative payment plan, you can reach out to us at (phone number of the company) and we can make an arrangement for the same.
Regards,
(Name of the sender)
8. When the payment for multiple invoices has been made
After the client has sent the payment, you should send an email confirming and thanking them for the same. It will improve your future payment times.
Subject: Confirming payment for (should include the name of your company and your invoice reference number)
Hi (name of the recipient),
I hope everything is well with you!
This is a quick note confirming that we have received your payment for the following invoices:
(A table that contains all the invoices’ reference numbers)
We appreciate you making the payment during these uncertain times.
Regards,
(Name of the sender)
If your client doesn’t make the payment after 30 days, you should call them directly. It is possible that you might have the wrong email address or you might have been sending the invoice requests to the wrong department or person. Talk to them directly and give them a kind but firm reminder that their payment is due. To make this process a lot easier for you and your clients, you can take the help of anAR Automation software.
