Friendly Follow Up Emails For An Effective Payment Request

Following up on a payment is, more often than not, an uncomfortable process. You must strike a balance between being assertive and communicating in a friendly and professional tone. And to do that, we’ve got some great tips and follow up payment request email samples that can help you.

With the right follow-up email strategies, you won’t only get to collect a payment successfully. You’ll also get to maintain a great client relationship.

Why Follow Up Emails Matter

Whether in sales, networking, or payment collection, follow-up emails are essential. Your client may have forgotten about their payment due, or they couldn’t find your billing statement. If this is the case, a follow up email can be a great way to remind them politely.

It’s essential to follow up with your clients after invoicing them to ensure timely payment. By sending a courteous email reminder, you can help keep things moving smoothly and avoid potential misunderstandings. Plus, it shows that you’re on top of things and take care of your clients’ needs – always a valuable quality in any business! 

How To Request Payment in a Friendly Manner

person using laptop computer holding card
Photo by rupixen.com on Unsplash

Don’t use a threatening subject line!

The subject line of your email is the first thing recipients will see. The last thing you want your subject to do is to scare them off. Try to keep your subject direct, polite, and professional.

Some great subject line phrases you can include are:

  • Friendly reminder
  • Update on the [invoice number]
  • Update on the payment
  • Reminder on [Invoice number] past due]

Avoid emotional language or passive-aggressive behavior.

The frustration of not being paid on time is understandable. But try not to let your emotions get the best of you. Use professional language at all times. This will help you maintain a good relationship with your client and show that you are a professional.

Attach a copy of your invoice and their payment options

Being late on a payment doesn’t necessarily mean they don’t intend to pay you. Your email may have gotten lost in their busy inbox, or they missed the attachment you sent.

Ensure you provide all the necessary information for your client to make the payment in your email. If you attach a copy of the invoice, they don’t have to search their inbox for it. And this can speed up the payment process for both parties. You can also include your bank account or payment provider information in the email body or the invoice.

Remind your clients of the payment terms

Include your client’s payment terms in your polite payment request email and remind them when their invoice is due.

You can also include the contract in the email as an additional reminder to the client of your agreements. This will help avoid any future misunderstandings about payment schedules.

Keep your email short.

One rule of email etiquette is to keep your email concise and straightforward. Although you may feel the need to break out an entire speech about that missing payment, it’s better to keep it to yourself. Only mention relevant information about the matter, and attach a copy of your invoice. 

Friendly Follow Up Payment Request Email Examples

Example 1

Hi [Client Name], 

I hope you’re doing well. I just wanted to follow up about your missed payment last month.

We understand that things can get busy, but we would appreciate it if you could process your payment as soon as possible. I’ve attached a copy of your billing statement with this email for your reference.

If you have any questions about the payment process, please don’t hesitate to contact us. Thank you for your time, and we hope you have a wonderful day!

Kind Regards,

[Signature]

Example 2

Hi [client name], 

We hope you’re doing well! We wanted to remind you that your payment for [service] is overdue. You can conveniently pay online using a credit card or PayPal. Or you can call us, and we’ll happily process your payment over the phone. 

Thanks for your business, and please let us know if there’s anything we can do to help.

Sincerely,

[Signature]

Example 3

Hi [Client Name], 

We hope all is going well. I just wanted to follow up with you about your missed payment last week. You can pay by clicking the link below or calling our office at 555-555-5555. The payment deadline was supposedly last Friday, October 10th.

We would appreciate your swift attention to this matter. Thank you very much.

Sincerely, 

[Your Company]

Final Words

Following up with your clients regarding payment is crucial to keep your business running smoothly. By sending a brief email reminder, you can help nudge them along and ensure they remember to make their payment.

Keep your email professional and polite. Hopefully, these follow up payment request email samples have given you a good idea of framing your follow-up email.

Friendly Follow Up Emails For An Effective Payment Request

Abir is a data analyst and researcher. Among her interests are artificial intelligence, machine learning, and natural language processing. As a humanitarian and educator, she actively supports women in tech and promotes diversity.

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