7 Payment Reminder Emails to Get You Paid Faster

What is a payment reminder email?

A payment reminder email is a message you send to a client to let them know a payment is due. They can be sent before or after an invoice due date has passed. 

Payment reminder emails help prevent outstanding invoices, keeping cash flow steady and predictable so you can cover your operating expenses and overhead costs.  

What do payment reminder emails include?

Effective payment reminder emails include: 

• The original payment due date and invoice number
• Accepted payment methods or payment links
• Any late payment fees or interest charges
• A copy of the original or updated invoice 
• The total amount due
• Contact information for questions or to arrange a payment

Why you should send payment reminder emails

Small businesses in the US are owed an average of more than $17,000 in unpaid invoices from their clients. 

Sending payment reminder emails can help cut that number down by: 

1. Reducing outstanding invoices

Late payments aren’t always intentional. Sometimes, customers forget or lose track of time. Sending a gentle reminder keeps your invoice top of mind and prompts them to make payment right away. 

This helps to keep outstanding invoices from piling up in accounts receivable. 

2. Keeping cash flow steady

Unpaid invoices eat into cash flow, making it harder to cover business expenses. Payment reminder emails make it easier to collect upcoming or late payments, addressing outstanding amounts before they impact your bottom line. 

3. Encouraging timely payments

Payment reminder emails aren’t just for overdue payments. You can also use them on or before a payment due date to prevent late invoices altogether. 
In fact, companies that proactively follow up on at least 90% of their invoices are more likely to get paid within a week of the due date.

When to send payment reminder emails

Payment reminder emails can be sent before, on, or after payment due dates. Typical timing includes: 

• The day before a payment is due
• On the payment due date
• One day after the payment due date
• One week after the payment due date
• Two weeks after the payment due date
• One month after the payment due date 
• Six weeks after the payment due date

Most clients won’t need all of these reminders to make a payment. If your payment reminder emails are polite, professional, and include the right information, many pay after the first or second reminder. 

At the very least, reminders make it easier for clients to reach out to discuss a payment plan if their financial situation has changed since the service appointment.

Payment reminder email templates

What you say in a payment reminder message depends on whether the client’s payment is late and by how long. Having a plan for each step, including a template to use, gives you a reliable process to follow. 

That way, you know exactly what to say and when, without missing important information or instructions.

What to do if a client wont pay

Sometimes, invoices go unpaid no matter how many reminders you send. If this happens, you can try following these steps: 

1. Attempt to call or meet with the customer

Try to reach the customer by phone and ask to set up a meeting to discuss payment options. 

If you can’t reach them, you can also visit the job site if it’s a public or commercial space—avoid showing up at a client’s home unannounced. 

If you are able to speak to them, follow the same messaging as you did in your reminder emails. The goal isn’t to point blame or argue—it’s to work towards finding a solution that ensures you get paid. 

2. Offer a payment plan

Finances can change quickly. Layoffs, sudden illnesses, and emergencies happen, impacting a customer’s ability to pay an invoice in full, even if they intended to. 

Offering a short-term payment plan, like monthly installments, protects your cash flow while fostering goodwill. 

3. Escalate if necessary

The last step in the payment collection process is to escalate by: 

• Sending a formal demand letter from a lawyer to formalize your payment request. 
• Hiring a collections agency to collect the debt on your behalf. 
• Pursuing legal action, such as in small claims court. 

The option you choose depends on the total amount due and how much time and money you want to put into collecting it. Because all of these options come with a cost, it’s important to weigh the potential return against the effort and expense. 

Only escalate when it makes sense for your business. When it doesn’t, you may need to swallow the loss and move on.

How to send payment reminder emails

Sending emails for outstanding invoices is simple. You can either: 

• Send manual payment reminders by copying, pasting, and customizing one of the email templates above
• Use software like Jobber to automate overdue payment reminder emails

Here’s what an overdue invoice email looks like in Jobber:

Best practices for payment reminder emails

Sending payment reminder emails is an important part of managing your accounts receivable. They help you get paid and improve cash flow, all while preventing you from losing track of unpaid invoices. 

But they’re only as effective as you make them. Use these tips to ensure your overdue payment reminders get the job done. 

1. Make sure your client received the invoice

Before sending an invoice reminder email to your client, double-check that the invoice was sent to the correct email address and that it didn’t bounce back. If it did, try resending it to the correct address, and if that still doesn’t work, reach out to them another way. 

WATCH: 10 crucial tips for writing service invoices

2. Offer multiple payment options

Provide various payment methods, such as credit card, ACH payments, or e-transfers, with clear instructions to make it easier for clients to pay you. Only offering in-person payment methods, like cash or check, makes it difficult for busy clients to find time to visit your office. 

3. Be polite

Late payments are frustrating, but most of the time, customers aren’t trying to be difficult. A polite reminder and professional tone can help preserve your business’s online reputation and maintain a positive relationship with your clients.

4. Use the right communication channels

Different clients prefer different methods of communication. If your clients typically request work via email, sending friendly reminder emails is the best way to go. If they call in for work requests, a phone call or text message may be a more effective option.

Pro Tip: If you’re having trouble getting in contact with a client, try a different method. Emails, text messages, phone calls, and mailed overdue payment letters or reminders are all good options. 

5. Offer assistance

Not all clients miss payments because they want to take advantage of you. Some wind up in emergency situations or with unexpected financial troubles. Others may find it difficult to pay you simply because they can’t use the payment methods you prefer. 

Being patient and understanding when a customer genuinely needs a little help goes a long way in demonstrating how much you value their business. And it helps to get you paid. 

For example, extend the deadline or propose a repayment plan that allows them to make installments. 

6. Prevent late payments

The best way to avoid overdue payments is to prevent them from happening at all. Be sure to send clear invoices, outline payment terms upfront, and communicate with clients often to encourage them to pay on time and in full.

READ MORE: Set up recurring payment processing to prevent late payments

You can also ask for a client’s permission to save their credit card information. That way, you can invoice and bill the client once a job’s done, saving you both time and ensuring you get paid.