Late payments. Overdue invoices. Payments that never land in your account. Sound familiar?
It’s a headache every business faces, but small businesses feel it the most.
One survey revealed a tough truth: many U.S. small businesses offer net 30 terms, but 25% still wait an extra 20–30 days for payment.
So, what’s the best way to handle overdue payments? Send a well-timed payment reminder email! It’s not a silver bullet, but it can encourage action on your client’s part.
This guide covers:
Let’s begin!
Nobody enjoys sending payment reminders (I know I don’t).
Honestly, you just hope clients will pay on time so you can avoid the awkward follow-up.
But when payments are late, a well-timed reminder email can make all the difference. Sometimes, the client has simply forgotten, and a gentle nudge is all it takes.
With that in mind, here are four best practices for writing reminders that actually work:
The easier it is for clients to pay, the faster you’ll see the money in your account. Start by clearly outlining all available payment methods in your email. Whether it’s a link to an online portal, instructions for a bank transfer, or details for paying by credit card, remove any guesswork for your client.
You don’t want to come across as pushy or aggressive when communicating with clients. Sure, it’s frustrating when a payment is over 30 days late, but it’s important to keep your cool while staying clear and firm.
Avoid vague or overly formal language. Instead, get straight to the point in a courteous manner. For example, saying, “We noticed Invoice #3568 is overdue. Kindly arrange payment at your earliest convenience,” communicates urgency without sounding confrontational.
Another good practice is to include the invoice number in your subject line and body of the email.
Specifying the invoice number ensures your payer (client) knows exactly which transaction you’re referencing. This is particularly useful if they have multiple outstanding invoices, as it prevents errors and speeds up the reconciliation process on their end.
Don’t assume your client remembers all the details. Attach the original invoice and, if applicable, include a quick summary in the email itself. For example: “Total Amount: $2,500. Paid to Date: $1,000. Balance Due: $1,500.”
You can even forward the original invoice in a new email and ask them to pay. This way, they can see the paper trail and how late they actually are.
A payment reminder email works best when it’s clear, direct, and easy to act on. Use this mini checklist to ensure nothing important gets missed:
☐ Clear subject line: Make the purpose of the email obvious. For example, “Reminder: Payment Due for Invoice #3976.” Clients should know right away what the email is about.
☐ Your name and business info: Always include your name and business details. This reassures clients the email is legitimate and makes it easier for them to contact you if needed.
☐ Invoice number and details: Include the invoice number and what the payment is for (e.g., “Invoice #1029 for website design services”). This avoids confusion and speeds up the payment process.
☐ Payment link: Provide a clickable link to your preferred payment method. A button or hyperlink like “Pay Now” eliminates unnecessary steps for the client.
☐ Payment terms or deadline: Gently remind the client of the terms and include a clear request like, “Please process the payment by [specific date].” This adds urgency without sounding harsh. If you have a contract with them or a cancellation policy, remind them of the terms they’ve agreed to.
Now that you know the best tips for writing these messages, let’s move on to the payment reminder templates!
Phew! 😅 The client hasn’t missed the payment yet, but the due date is coming up soon. Send a friendly email a few days before it’s due to remind them. Keep your message short and polite.
The due date has arrived! This is a great time to follow up, especially if you know your client often pays on the due date but may need a little reminder to take action.
It’s also a good way to confirm they received the invoice and have no issues processing the payment.
It’s been three days since the payment was due, and things might’ve slipped through the cracks. Maybe the client forgot, got busy, or had a technical issue making the payment.
This email gives them a gentle nudge while letting them know you noticed the delay. Keep it polite by following proper email etiquette and offering help in case there’s a reason for the delay, like confusion over the invoice or trouble with the payment method.
A week overdue? 😬 At this point, it’s important to follow up firmly but still politely. Maybe the client thought they paid or something came up on their end. Use this email to restate the overdue status, kindly request payment, and remind them of the terms of your agreement if needed.
When payment is two weeks overdue, it’s important to escalate your communication while staying professional. This is the right time to remind the client of your agreed-upon terms, any cancellation policies, or late payment implications outlined in your contract.
A month overdue is a serious situation and likely requires firmer communication. At this stage, you should firmly reference the payment terms and outline the steps you’ll take if payment is not received.
For example, this might include pausing services, referring the matter to collections, or enforcing cancellation policies. Stay professional but make it clear that resolution is urgent.
Depending on the type of business you run, you might need to collect a payment or deposit before a meeting.
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👉 Looking for tips on crafting a professional meeting invite? Explore our guide with 6 adaptable meeting invitation email templates you can easily modify and send. |
For example, if you're a therapist, you might ask for payment before a session. If you're a business coach, you might request a deposit for a group meeting.
Sending a polite email reminder helps ensure payment is made on time.
In this email, mention that if payment isn’t received by the due date, the meeting might be canceled, and the spot may be given to someone else.
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📖 Resource recommendation: Don’t have a cancellation policy in place yet? Check out our guide on creating an effective cancellation policy template. |
Asking for payment at the time of booking is one of the best ways to simplify your workflow and protect your time. When clients pay upfront, you can eliminate the need for follow-up emails, avoid late payments, and ensure that appointments are secured without any ambiguity.
Plus, it can save your nerves when you need to chase up overdue invoices.
An online scheduling tool like YouCanBookMe (YCBM) makes it easy to request and securely collect payments when clients book appointments.
Here's a real-world example from Christian M. Frank Fas, Esq., CEO of USADefend LLC:
So, by simply integrating with Stripe, YouCanBookMe allows you to take credit or debit card payments, as well as options like Google Pay and Apple Pay, directly through your booking page.
Here’s how it works:
It’s that simple!
Chasing payments is never enjoyable—it's something most of us dread. However, we hope these seven templates help you confidently handle even the trickiest payment situations.
Want to skip the awkward conversations about payments altogether? Tools like YouCanBookMe can help.
Not only does YCBM simplify scheduling, but it also lets you collect payments securely at the time of booking. No more follow-ups, no more stress—it’s a win-win for you and your clients.
Ready to give it a try? Start now and see the difference!