{"id":29708,"date":"2024-03-29T13:00:00","date_gmt":"2024-03-29T20:00:00","guid":{"rendered":"https:\/\/honeybook.site.strattic.io\/?p=29708"},"modified":"2024-03-29T13:42:06","modified_gmt":"2024-03-29T20:42:06","slug":"payment-reminder-email","status":"publish","type":"post","link":"https:\/\/hbbadmin.dev.reliablepenguin.com\/blog\/payment-reminder-email","title":{"rendered":"How to write a payment reminder email + examples and 10 best practices"},"content":{"rendered":"\n<p class=\"has-text-align-center\"><em>Learn how to write an effective payment reminder email, ensuring timely payments, positive cash flow, and healthy client relations.<em><em><em>\u00a0<\/em><\/em><\/em><\/em><\/p>\n\n\n\n<figure class=\"wp-block-image aligncenter size-large\"><img fetchpriority=\"high\" decoding=\"async\" width=\"1024\" height=\"793\" src=\"https:\/\/hbbadmin.reliablepenguin.com\/blog\/wp-content\/uploads\/2024\/03\/Writing-an-email-1024x793.png\" alt=\"\" class=\"wp-image-94262\" srcset=\"https:\/\/hbbadmin.dev.reliablepenguin.com\/blog\/wp-content\/uploads\/2024\/03\/Writing-an-email-1024x793.png 1024w, https:\/\/hbbadmin.dev.reliablepenguin.com\/blog\/wp-content\/uploads\/2024\/03\/Writing-an-email-300x232.png 300w, https:\/\/hbbadmin.dev.reliablepenguin.com\/blog\/wp-content\/uploads\/2024\/03\/Writing-an-email-768x594.png 768w, https:\/\/hbbadmin.dev.reliablepenguin.com\/blog\/wp-content\/uploads\/2024\/03\/Writing-an-email-1536x1189.png 1536w, https:\/\/hbbadmin.dev.reliablepenguin.com\/blog\/wp-content\/uploads\/2024\/03\/Writing-an-email.png 2000w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p>The payment process can be tricky for small business owners. Especially when it comes to unpaid invoices, you have to maintain a balance of being polite enough to keep a great relationship with your client, but stern enough that your client feels a sense of urgency to pay you.<\/p>\n\n\n\n<p>Whether your client is a week late or a month late on payments, we\u2019re here to help you walk that tightrope.<\/p>\n\n\n\n<p>In this article, we\u2019ll start with tips for politely asking a client for payment, and then we\u2019ll provide email templates for every stage of the payment reminder process that will help you get paid faster.<\/p>\n\n\n\n<p>Let\u2019s start with some tips!<\/p>\n\n\n\n<p><strong>Jump to:&nbsp;<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"#include\">What should I include in my payment reminder email?<\/a><\/li>\n\n\n\n<li><a href=\"#10\">10 best practices to writing a payment reminder email<\/a><\/li>\n\n\n\n<li><a href=\"#3\">3 examples of payment reminder emails<\/a><\/li>\n\n\n\n<li><a href=\"#send\">How to send a payment reminder email<\/a><\/li>\n\n\n\n<li><a href=\"#should\">When should you send payment reminder emails?<\/a><\/li>\n\n\n\n<li><a href=\"#avoid\">How to avoid late payments in the first place<\/a><\/li>\n\n\n\n<li><a href=\"#retention\">Customer retention strategies<\/a><\/li>\n\n\n\n<li><a href=\"#receive\">What to do if you don&#8217;t receive payment<\/a><\/li>\n\n\n\n<li class=\"retention\"><a href=\"#faster\">Get paid faster with the right tools<\/a><\/li>\n<\/ul>\n\n\n\n<div class=\"wp-block-ugb-container ugb-container ugb-b31d35c ugb-container--v2 ugb-container--design-basic ugb-main-block\"><style>.ugb-b31d35c-wrapper.ugb-container__wrapper{background-color:#131416 !important;background-image:url(https:\/\/hbbadmin.reliablepenguin.com\/blog\/wp-content\/uploads\/2023\/05\/Black_CTA_Background.jpg)}.ugb-b31d35c-wrapper.ugb-container__wrapper:before{background-color:#131416 !important;opacity:0}.ugb-b31d35c-content-wrapper > h1,.ugb-b31d35c-content-wrapper > h2,.ugb-b31d35c-content-wrapper > h3,.ugb-b31d35c-content-wrapper > h4,.ugb-b31d35c-content-wrapper > h5,.ugb-b31d35c-content-wrapper > h6{color:#ffffff}.ugb-b31d35c-content-wrapper > p,.ugb-b31d35c-content-wrapper > ol li,.ugb-b31d35c-content-wrapper > ul li{color:#ffffff}@media screen and (min-width:768px){.ugb-b31d35c > .ugb-inner-block > .ugb-block-content > *{padding-top:60px !important;padding-bottom:60px !important;padding-right:60px !important;padding-left:60px !important}}<\/style><div class=\"ugb-inner-block\"><div class=\"ugb-block-content\"><div class=\"ugb-container__wrapper ugb-b31d35c-wrapper ugb--has-background-overlay\"><div class=\"ugb-container__side\"><div class=\"ugb-container__content-wrapper ugb-b31d35c-content-wrapper\">\n<h2 class=\"wp-block-heading has-white-color has-text-color\"><strong>Try automated payment reminders<\/strong><\/h2>\n\n\n\n<p class=\"has-white-color has-text-color\">Turn on automatic payment reminders and ensure you never have to lift a finger to make sure you get paid on time. <\/p>\n\n\n\n<div class=\"wp-block-ugb-button ugb-button-wrapper ugb-4d6aac6 ugb-main-block\"><style>.ugb-4d6aac6 .ugb-block-content{justify-content:flex-start !important}.ugb-4d6aac6 .ugb-button1{background-color:#ffd552}.ugb-4d6aac6 .ugb-button1 .ugb-button--inner,.ugb-4d6aac6 .ugb-button1 svg:not(.ugb-custom-icon){color:#222222 !important}.ugb-4d6aac6 .ugb-inner-block{text-align:left}<\/style><div class=\"ugb-inner-block\"><div class=\"ugb-block-content\"><div class=\"ugb-button-container\"><a class=\"ugb-button1 ugb-button ugb-button--size-normal\" href=\"https:\/\/hbbadmin.reliablepenguin.com\/payment-reminders\" target=\"_blank\" rel=\"noopener noreferrer\" title=\"\"><span class=\"ugb-button--inner\"><strong>Start free trial<\/strong><\/span><\/a><\/div><\/div><\/div><\/div>\n<\/div><\/div><\/div><\/div><\/div><\/div>\n\n\n\n<span id=\"include\"><\/span>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"include\">What should I include in my payment reminder email?<\/h2>\n\n\n\n<p>Get straight to the point. Include these crucial items that you should include in your reminder message:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>The initial payment due date<\/li>\n\n\n\n<li>How long the payment has been overdue<\/li>\n\n\n\n<li>The outstanding balance<\/li>\n\n\n\n<li>Payment options<\/li>\n\n\n\n<li>Attachments or links to invoices that are relevant&nbsp;<\/li>\n\n\n\n<li>Instructions on how to make payment&nbsp;<\/li>\n\n\n\n<li>Your late payment terms and policies, including applicable late fees or consequences<\/li>\n<\/ul>\n\n\n\n<p>These are the minimum requirements for what to provide in your follow-up emails. To make sure you\u2019re communicating clearly, let\u2019s walk through 10 tips for crafting your reminder messages.\u00a0<\/p>\n\n\n\n<figure class=\"wp-block-image aligncenter size-large\"><a href=\"https:\/\/hbbadmin.reliablepenguin.com\/payment-reminders\"><img decoding=\"async\" width=\"1024\" height=\"407\" src=\"https:\/\/hbbadmin.reliablepenguin.com\/blog\/wp-content\/uploads\/2023\/07\/HoneyBook-payment-reminders-1024x407.png\" alt=\"Payment reminders in HoneyBook\" class=\"wp-image-91630\" srcset=\"https:\/\/hbbadmin.dev.reliablepenguin.com\/blog\/wp-content\/uploads\/2023\/07\/HoneyBook-payment-reminders-1024x407.png 1024w, https:\/\/hbbadmin.dev.reliablepenguin.com\/blog\/wp-content\/uploads\/2023\/07\/HoneyBook-payment-reminders-300x119.png 300w, https:\/\/hbbadmin.dev.reliablepenguin.com\/blog\/wp-content\/uploads\/2023\/07\/HoneyBook-payment-reminders-768x305.png 768w, https:\/\/hbbadmin.dev.reliablepenguin.com\/blog\/wp-content\/uploads\/2023\/07\/HoneyBook-payment-reminders.png 1071w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" \/><\/a><figcaption class=\"wp-element-caption\">HoneyBook payment reminder schedule<\/figcaption><\/figure>\n\n\n\n<span id=\"10\"><\/span>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"10\">10 best practices to writing payment reminder emails<\/h2>\n\n\n\n<h3 class=\"wp-block-heading\">1. Use a clear subject line<\/h3>\n\n\n\n<p>Make your client\u2019s life easier by giving them all the information they need directly from your email\u2019s subject line.<\/p>\n\n\n\n<p>When writing your email subject line:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Use clear keywords like \u201cPayment reminder\u201d or \u201cOverdue invoice\u201d<\/li>\n\n\n\n<li>Include the invoice number<\/li>\n\n\n\n<li>Include the payment date<\/li>\n<\/ul>\n\n\n\n<p>Here\u2019s what that looks like in action:<\/p>\n\n\n\n<p><em>Subject: Payment Reminder: Invoice 1\/3 \u2013 Due October 1<\/em><\/p>\n\n\n\n<h3 class=\"wp-block-heading\">2. Refer to the invoice<\/h3>\n\n\n\n<p>Don\u2019t make your client dig through their email history to find the outstanding invoice. Re-attach the invoice to your email, or provide a link if you\u2019re using an <a class=\"wpil_keyword_link\" href=\"https:\/\/hbbadmin.reliablepenguin.com\/online-invoices\" target=\"_blank\" rel=\"noopener\" title=\"online invoice\" data-wpil-keyword-link=\"linked\">online invoice<\/a>. If you\u2019re prone to forgetting to add attachments, attach the invoice before you type a single word, or use a system like HoneyBook that attaches the invoice file to each <a class=\"wpil_keyword_link\" href=\"https:\/\/hbbadmin.reliablepenguin.com\/blog\/payment-reminder-email\" target=\"_blank\" rel=\"noopener\" title=\"payment reminder email\" data-wpil-keyword-link=\"linked\">payment reminder email<\/a> automatically.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">3. Start with a polite introduction<\/h3>\n\n\n\n<p>You don\u2019t want to come off as too cold. Start your email with a polite and personal introduction. This ensures that you\u2019re using a friendly tone, which may be more likely to get a response. That can be as simple as greeting the client by name and then including a single line wishing them well.&nbsp;<\/p>\n\n\n\n<p>Just be sure to strike a balance with a professional tone as well. I recommend avoiding exclamation points or emojis so your client knows you still mean business.&nbsp;<\/p>\n\n\n\n<div class=\"wp-block-columns has-background is-layout-flex wp-container-core-columns-is-layout-28f84493 wp-block-columns-is-layout-flex\" style=\"background-color:#f4eae0\">\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\" style=\"flex-basis:66.66%\">\n<div class=\"wp-block-ugb-text ugb-text ugb-aa7b551 ugb-text--design-plain ugb-text--columns-1 ugb-main-block\"><style>.ugb-aa7b551 .ugb-text__subtitle{font-size:16px !important;color:#000012}.ugb-aa7b551 .ugb-text__text p{font-size:24px !important;color:#000012}<\/style><div class=\"ugb-inner-block\"><div class=\"ugb-block-content\"><div class=\"ugb-text__title-wrapper\"><p class=\"ugb-text__subtitle\"><strong><span style=\"color: #131416;\" class=\"stk-highlight\">RELATED POST<\/span><\/strong><\/p><\/div><div class=\"ugb-text__text-wrapper\"><div class=\"ugb-text__text\"><p class=\"ugb-text__text-1\"><a href=\"https:\/\/hbbadmin.reliablepenguin.com\/blog\/how-to-remind-clients-to-pay\" target=\"_blank\" rel=\"noreferrer noopener\"><span style=\"color: #000000;\" class=\"stk-highlight\"><\/span><span style=\"color: #000000;\" class=\"stk-highlight\">How to remind someone to pay you<\/span><\/a><\/p><\/div><\/div><\/div><\/div><\/div>\n<\/div>\n\n\n\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\" style=\"flex-basis:33.33%\">\n<div class=\"wp-block-ugb-spacer ugb-spacer ugb-155bc69 ugb-spacer--v2 ugb-main-block ugb--hide-mobile\"><style>@media screen and (min-width:768px){.ugb-155bc69.ugb-spacer{height:25px !important}}<\/style><div class=\"ugb-inner-block\"><div class=\"ugb-block-content\"><div class=\"ugb-spacer--inner\"><\/div><\/div><\/div><\/div>\n\n\n\n<figure class=\"wp-block-image size-large\"><a href=\"https:\/\/hbbadmin.reliablepenguin.com\/blog\/how-to-remind-clients-to-pay\"><img decoding=\"async\" width=\"1024\" height=\"793\" src=\"https:\/\/hbbadmin.reliablepenguin.com\/blog\/wp-content\/uploads\/2021\/12\/remind-to-pay-feature-1024x793.jpg\" alt=\"Person working on a late payment reminder\" class=\"wp-image-81763\" srcset=\"https:\/\/hbbadmin.dev.reliablepenguin.com\/blog\/wp-content\/uploads\/2021\/12\/remind-to-pay-feature-1024x793.jpg 1024w, https:\/\/hbbadmin.dev.reliablepenguin.com\/blog\/wp-content\/uploads\/2021\/12\/remind-to-pay-feature-300x232.jpg 300w, https:\/\/hbbadmin.dev.reliablepenguin.com\/blog\/wp-content\/uploads\/2021\/12\/remind-to-pay-feature-768x594.jpg 768w, https:\/\/hbbadmin.dev.reliablepenguin.com\/blog\/wp-content\/uploads\/2021\/12\/remind-to-pay-feature-1536x1189.jpg 1536w, https:\/\/hbbadmin.dev.reliablepenguin.com\/blog\/wp-content\/uploads\/2021\/12\/remind-to-pay-feature.jpg 2000w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" \/><\/a><\/figure>\n<\/div>\n<\/div>\n\n\n\n<h3 class=\"wp-block-heading\">4. Personalization can help<\/h3>\n\n\n\n<p>Personalizing the payment reminder can help maintain a positive relationship with customers. Techniques for personalization can be based on customer history, preferences, or past interactions. The key is balancing professionalism with personalized touches to encourage action.\u00a0<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">5. Tone and language<\/h3>\n\n\n\n<p>Write in a professional and courteous tone while conveying the urgency of the situation. Avoid accusatory language. Focus on problem-solving and assistance. Consider expressing appreciation for past business while requesting timely payment. This communicates that you value your relationship with the client.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">6. Make the payment terms clear<\/h3>\n\n\n\n<p>Yes, this sounds obvious. But it is the most important part of your email is to remind the client how much is due, and when the payment is (or was) due.<\/p>\n\n\n\n<p>Don\u2019t be vague: include the exact due date of the invoice and avoid making confusing statements like \u201cdue on receipt.\u201d If you have to send multiple reminders, continue to update the timeline, whether it\u2019s a day overdue, a week, or more. Doing so will help you document the <a href=\"https:\/\/www.linkedin.com\/advice\/0\/how-do-you-set-clear-payment-terms-new-clients\" target=\"_blank\" rel=\"noreferrer noopener\">late payment<\/a> in case you need to refer back to your reminders.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">7. Include details on how to pay<\/h3>\n\n\n\n<p>While you may include payment details on the invoice itself, you should also include a clear call to action in your email to complete the payment.\u00a0You can either include a link to your payment portal or provide detailed instructions for making a payment. For example, if you accept checks, you\u2019ll want to make sure your clients know who to address the check to and where to send it.\u00a0<\/p>\n\n\n\n<div class=\"wp-block-ugb-container ugb-container cta-pro-tip ugb-0041221 ugb-container--v2 ugb-container--design-basic ugb-main-block\"><style>.ugb-0041221-wrapper.ugb-container__wrapper{padding-top:0 !important;padding-bottom:0 !important}.ugb-0041221-wrapper > .ugb-container__side{padding-top:35px !important;padding-bottom:35px !important}@media screen and (min-width:768px){.ugb-0041221.ugb-container{padding-top:0px !important}}<\/style><div class=\"ugb-inner-block\"><div class=\"ugb-block-content\"><div class=\"ugb-container__wrapper ugb-0041221-wrapper\"><div class=\"ugb-container__side\"><div class=\"ugb-container__content-wrapper ugb-0041221-content-wrapper\">\n<div class=\"wp-block-ugb-columns ugb-columns ugb-c9eef97 ugb-columns--design-plain ugb-columns--columns-2 ugb-main-block\"><style>.ugb-c9eef97 > .ugb-inner-block > .ugb-block-content > .ugb-columns__item{grid-template-columns:0.20fr 1.80fr !important}<\/style><div class=\"ugb-inner-block\"><div class=\"ugb-block-content\"><div class=\"ugb-columns__item ugb-c9eef97-content-wrapper\">\n<div class=\"wp-block-ugb-column ugb-column ugb-381f79f ugb-column--design-plain ugb-main-block\"><div class=\"ugb-inner-block\"><div class=\"ugb-block-content\"><div class=\"ugb-column__item ugb-381f79f-column-wrapper\"><div class=\"ugb-column__content-wrapper\">\n<figure class=\"wp-block-image size-full\"><img decoding=\"async\" src=\"https:\/\/hbbadmin.reliablepenguin.com\/blog\/wp-content\/uploads\/2023\/03\/asset-4.svg\" alt=\"\" class=\"wp-image-83436\"\/><\/figure>\n<\/div><\/div><\/div><\/div><\/div>\n\n\n\n<div class=\"wp-block-ugb-column ugb-column ugb-97eb796 ugb-column--design-plain ugb-main-block\"><div class=\"ugb-inner-block\"><div class=\"ugb-block-content\"><div class=\"ugb-column__item ugb-97eb796-column-wrapper\"><div class=\"ugb-column__content-wrapper\">\n<h4 class=\"wp-block-heading\"><strong>Pro tip<\/strong> <\/h4>\n\n\n\n<p>By using an <a href=\"https:\/\/hbbadmin.reliablepenguin.com\/online-payment-software\" target=\"_blank\" rel=\"noreferrer noopener\">online payment software<\/a> like HoneyBook, you can give your clients a convenient link that includes your invoice and payment processing in one interactive file.\u00a0<\/p>\n<\/div><\/div><\/div><\/div><\/div>\n<\/div><\/div><\/div><\/div>\n<\/div><\/div><\/div><\/div><\/div><\/div>\n\n\n\n<h3 class=\"wp-block-heading\">8. Confirm receipt<\/h3>\n\n\n\n<p>If this isn\u2019t your first reminder, you may want to use this opportunity to check with your client that they have actually received your invoice.\u00a0Not only does it give you peace of mind, but it\u2019s also a convenient way to shift the conversation to something other than \u201cplease pay me.\u201d<\/p>\n\n\n\n<p>For example:<\/p>\n\n\n\n<p><em>Please confirm receipt of this invoice so we can make sure we have your correct contact information.&nbsp;<\/em><\/p>\n\n\n\n<p>If you\u2019ve already received a reply to a previous email from the client, you could modify this section to ask your client when you should expect to receive payment.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">9. Include consequences of late payment<\/h3>\n\n\n\n<p><strong>If the payment is already late<\/strong>, you may have to remind your client about your late payment policy. But unless the payment is <em>really<\/em> late, try not to sound too threatening.<\/p>\n\n\n\n<p>For example:<\/p>\n\n\n\n<p><em>As a gentle reminder of our payment terms, a late fee of 5% will be applied for every week the overdue payment is not paid.<\/em><\/p>\n\n\n\n<p>Other policies might include canceling the contract. You might not need to repeat your full late-payment policy, but be sure to remind your clients about any milestones that are coming up, such as canceling services at a certain date or applying another late fee.&nbsp;<\/p>\n\n\n\n<p>Just keep in mind that you need to establish late payment terms at the start of your working relationship\u2014ideally in an <a href=\"https:\/\/hbbadmin.reliablepenguin.com\/online-contract\" target=\"_blank\" rel=\"noreferrer noopener\">online contract<\/a>. Otherwise, you can\u2019t pursue any legal action in regard to these policies.\u00a0<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">10. Take advantage of automated emails<\/h3>\n\n\n\n<p>Keeping track of which payments are late and how late can take up too much of your time. If you\u2019re manually sending reminder emails, it\u2019ll become tedious.\u00a0Instead, use <a href=\"https:\/\/hbbadmin.reliablepenguin.com\/payment-reminders\" target=\"_blank\" rel=\"noreferrer noopener\">automated email reminders<\/a> that you can set up for each client. Just because they\u2019re automated doesn\u2019t mean that they can\u2019t be personalized. When you set up your email templates, you can still incorporate your friendly, natural tone.\u00a0<\/p>\n\n\n\n<p>With a system like HoneyBook, you easily turn on payment reminders so you don\u2019t even have to think about them.\u00a0Not only do you increase your chances of getting paid on time, but you can also spend less time writing emails.<\/p>\n\n\n\t\t<div data-elementor-type=\"section\" data-elementor-id=\"87865\" class=\"elementor elementor-87865\" data-elementor-post-type=\"elementor_library\">\n\t\t\t<div class=\"elementor-element elementor-element-2237b60 e-con-full cta_click e-flex e-con e-parent\" data-id=\"2237b60\" data-element_type=\"container\" data-settings=\"{&quot;background_background&quot;:&quot;classic&quot;,&quot;jet_parallax_layout_list&quot;:[]}\">\n\t\t<div class=\"elementor-element elementor-element-a763669 e-con-full e-flex e-con e-child\" data-id=\"a763669\" data-element_type=\"container\" data-settings=\"{&quot;jet_parallax_layout_list&quot;:[]}\">\n\t\t\t\t<div class=\"elementor-element elementor-element-acab07b elementor-widget elementor-widget-image\" data-id=\"acab07b\" data-element_type=\"widget\" data-widget_type=\"image.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t\t\t\t\t<img loading=\"lazy\" decoding=\"async\" width=\"403\" height=\"646\" src=\"https:\/\/hbbadmin.dev.reliablepenguin.com\/blog\/wp-content\/uploads\/2023\/07\/cta-1-img.png\" class=\"attachment-medium_large size-medium_large wp-image-87866\" alt=\"\" srcset=\"https:\/\/hbbadmin.dev.reliablepenguin.com\/blog\/wp-content\/uploads\/2023\/07\/cta-1-img.png 403w, https:\/\/hbbadmin.dev.reliablepenguin.com\/blog\/wp-content\/uploads\/2023\/07\/cta-1-img-187x300.png 187w\" sizes=\"(max-width: 403px) 100vw, 403px\" \/>\t\t\t\t\t\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t<div class=\"elementor-element elementor-element-711ec11 e-con-full e-flex e-con e-child\" data-id=\"711ec11\" data-element_type=\"container\" data-settings=\"{&quot;jet_parallax_layout_list&quot;:[]}\">\n\t\t\t\t<div class=\"elementor-element elementor-element-1504169 elementor-widget elementor-widget-heading\" data-id=\"1504169\" data-element_type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t<span class=\"elementor-heading-title elementor-size-default\">More time for fun<\/span>\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-9ea6184 elementor-widget elementor-widget-text-editor\" data-id=\"9ea6184\" data-element_type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t<p><span style=\"font-weight: 400;\">Automate your repetitive tasks and admin work with HoneyBook automations.<\/span><\/p>\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-6939b6e elementor-widget elementor-widget-button\" data-id=\"6939b6e\" data-element_type=\"widget\" data-widget_type=\"button.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t<div class=\"elementor-button-wrapper\">\n\t\t\t\t\t<a class=\"elementor-button elementor-button-link elementor-size-sm\" href=\"https:\/\/hbbadmin.reliablepenguin.com\/signup\" target=\"_blank\">\n\t\t\t\t\t\t<span class=\"elementor-button-content-wrapper\">\n\t\t\t\t\t\t\t\t\t<span class=\"elementor-button-text\">Get started<\/span>\n\t\t\t\t\t<\/span>\n\t\t\t\t\t<\/a>\n\t\t\t\t<\/div>\n\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\n\n\n\n<span id=\"3\"><\/span>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"3\">3 examples of payment reminder emails<\/h2>\n\n\n\n<p>Here are some useful payment reminder email templates that will help you get paid faster.&nbsp;<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Payment reminder email in advance<\/h3>\n\n\n\n<p>Sending this email a week in advance is a great signal to your client that you expect to be paid on time. For your first payment reminder email, keep it polite, short, and informative.<\/p>\n\n\n\n<p>Here\u2019s how to write a great one-week reminder email:<\/p>\n\n\n\n<p><\/p>\n\n\n\n<p>Copy\/paste template:<\/p>\n\n\n\n<p><strong>One-Week Reminder Email<\/strong><\/p>\n\n\n\n<p>Hi Maria,<\/p>\n\n\n\n<p>I hope you\u2019re doing well! This is a friendly reminder that invoice #1, totaling $1,000, is due for payment on October 1\u2014one week from today.<\/p>\n\n\n\n<p>Please feel free to contact me if you have any questions about the invoice or payment details.<\/p>\n\n\n\n<p>Thank you,<\/p>\n\n\n\n<p>Rick Roberts<\/p>\n\n\n\n<p>In this email, you don\u2019t need to be too aggressive. In this case, we didn\u2019t attach the invoice or include payment details, as we assumed the client has this information and is prepared to pay on time.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Due date payment reminder email<\/h3>\n\n\n\n<p>It\u2019s also advisable to send an email on the date the invoice is due. In this case, you still want to keep it friendly, but you should include more payment details.<\/p>\n\n\n\n<p>Here\u2019s an example of a payment reminder email on the payment due date:<\/p>\n\n\n\n<p>Copy\/paste template:<\/p>\n\n\n\n<p><strong>Due Date Reminder<\/strong><\/p>\n\n\n\n<p>Subject: Payment Reminder: Invoice #01 \u2013 Due Today<\/p>\n\n\n\n<p>Hi Maria,<\/p>\n\n\n\n<p>Good morning! I just wanted to remind you that invoice #1, totaling $1,000, is due for payment today (October 1).&nbsp;<\/p>\n\n\n\n<p>I\u2019ve attached a copy of the invoice for your convenience. Payment can be made by direct deposit, bank transfer, or check.<\/p>\n\n\n\n<p>Best wishes,<\/p>\n\n\n\n<p>Rick Roberts<\/p>\n\n\n\n<p>Because the client still hasn\u2019t paid by the due date, you want to make it as easy as possible for them to pay you by providing the total balance, how to pay you, and the original invoice. But you can still keep the payment reminder message light and friendly because there\u2019s still the chance that they\u2019ll pay you when you send the email.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Late payment reminder email<\/h3>\n\n\n\n<p>Once the client has reached a week without paying you, you have the green light to shift to a firmer tone.<\/p>\n\n\n\n<p>Here\u2019s how to write a late payment reminder email:<\/p>\n\n\n\n<p>Copy\/paste template:<\/p>\n\n\n\n<p><strong>One-Week Reminder<\/strong><\/p>\n\n\n\n<p>Subject: Payment Reminder: Invoice #01 \u2013 One Week Overdue<\/p>\n\n\n\n<p>Hi Maria,<\/p>\n\n\n\n<p>I hope all is well. My records indicate that I have yet to receive payment for invoice #1, totaling $1,000. The invoice was due on October 1st, making it a week overdue.<\/p>\n\n\n\n<p>I\u2019ve reattached the invoice for your convenience. Payment can be made by direct deposit, bank transfer, or check.<\/p>\n\n\n\n<p>Best wishes,<\/p>\n\n\n\n<p>Rick Roberts<\/p>\n\n\n\n<p>Once again, this past-due email example gives the client everything they need to know to be able to pay you. Note that it\u2019s worded as \u201cI have yet to receive payment,\u201d neutralizing the issue of the late payment and not placing any blame on your client.<\/p>\n\n\n\n<span id=\"send\"><\/span>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"send\">How to send a payment reminder email<\/h2>\n\n\n\n<p>You can send your reminder messages manually through any email platform like Gmail. However, you\u2019re missing out if you\u2019re not using some type of <a class=\"wpil_keyword_link\" href=\"https:\/\/hbbadmin.reliablepenguin.com\/blog\/invoicing\" target=\"_blank\" rel=\"noopener\" title=\"invoicing\" data-wpil-keyword-link=\"linked\">invoicing<\/a> or payment software.&nbsp;<\/p>\n\n\n\n<p>The right software is designed to take work off of your plate. So, it makes it easier to refer to previous invoices and helps you improve <a class=\"wpil_keyword_link\" href=\"https:\/\/hbbadmin.reliablepenguin.com\/blog\/effective-communication-with-clients\" target=\"_blank\" rel=\"noopener\" title=\"client communication\" data-wpil-keyword-link=\"linked\">client communication<\/a> through templated emails and automatic reminders.&nbsp;<\/p>\n\n\n\n<span id=\"should\"><\/span>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"should\">When should you send payment reminder emails?<\/h2>\n\n\n\n<p>The exact number of emails and when you send them will vary based on your business and invoicing schedule, but it\u2019s best to send reminder emails before the payment is due, on the due date, and after the payment due date (if necessary).<\/p>\n\n\n\n<p>Here\u2019s an example payment reminder email cadence:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Advanced reminder: sent a week or a few days before the due date<\/li>\n\n\n\n<li>Due date email: sent on the due date<\/li>\n\n\n\n<li>First late payment reminder: sent a week after the payment due date<\/li>\n\n\n\n<li>Second late payment reminder: sent two weeks after the payment due date<\/li>\n\n\n\n<li>Third late payment reminder: sent when the invoice is a month overdue<\/li>\n<\/ul>\n\n\n\n<p>By keeping a predictable and regular payment reminder cadence, you\u2019ll establish the professionalism and value of your business\u2014showing your client that you take getting paid seriously.<\/p>\n\n\n\n<span id=\"avoid\"><\/span>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"avoid\">How to avoid late payments in the first place<\/h2>\n\n\n\n<p>Knowing how to handle late payments is one thing, but the best strategy is to avoid them in the first place.<\/p>\n\n\n\n<p>I recommend setting up invoice reminders at the start of any project or client relationship. Once again, this is where an invoice software can come in handy, since many of them do this automatically. Without lifting a finger, you can sure your clients are aware of upcoming payments.&nbsp;<\/p>\n\n\n\n<p>It also helps to set up recurring billing when possible. With this method, your clients can add their credit card to your <a class=\"wpil_keyword_link\" title=\"online payment portal\" data-wpil-keyword-link=\"linked\" href=\"https:\/\/hbbadmin.reliablepenguin.com\/blog\/online-payment-portal%20\" target=\"_blank\" rel=\"noopener\">online payment portal<\/a> and select automatic payments so they\u2019re billed automatically according to the approved payment plan.\u00a0<\/p>\n\n\n\n<span id=\"retention\"><\/span>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"retention\">Customer retention strategies<\/h2>\n\n\n\n<p>Beyond just securing payment, consider discussing strategies for maintaining positive relationships with customers even when sending reminder emails. This could include offering flexible payment options, demonstrating empathy for customers facing financial difficulties, or providing incentives for prompt payment.<\/p>\n\n\n\n<span id=\"receive\"><\/span>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"receive\">What to do if you don\u2019t receive payment<\/h2>\n\n\n\n<p>Before you even face outstanding payments, it\u2019s best to establish your payment policies at the outset. This means writing down your terms and procedures and including them in all of your contracts. That way, you\u2019ll know how to proceed in every situation.&nbsp;<\/p>\n\n\n\n<p>It\u2019s best to determine what steps to take when a payment is any number of days overdue as well as how to handle different amounts.\u00a0For example, if a payment is 30 days overdue and more than $500, you may want to consult a lawyer. At 90 days overdue, it may be time to turn over the invoice payment to a collection agency.\u00a0<\/p>\n\n\n\n<p>These procedures are only examples, but it\u2019s best to consult with a business lawyer to determine your best plan before taking any legal action.\u00a0<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">What can you do if your client doesn\u2019t pay?<\/h2>\n\n\n\n<p>You would hope that your respectful, reasonable, and professional email reminders\u2014interspersed with a few firm but compelling voicemails\u2014would prompt your client to respond so that things could be worked out amicably. But hope is neither a strategy nor a solution.&nbsp;<\/p>\n\n\n\n<p>However, if all your communication channels are failing to retrieve your client\u2019s unpaid debt, you may need to take more formal action, beginning with a debt collection letter. A debt collection letter may inform a debtor of their debt, initiate a repayment plan, preview impending legal proceedings, or combine these tasks. If the debtor does not respond promptly with full payment of their debt, you can formally begin the collections process, either by doing it yourself or by hiring a collection agency.<\/p>\n\n\n\n<p>Before engaging an agency, consider this: Collection agencies will keep a substantial fraction of the debt as their payment, which often makes them a poor choice for collecting small debts. Additionally, sending a client\u2019s debt to collections is a predictable way to sever ties with that client. Ask yourself if you\u2019re willing to burn that bridge before you take any action.<\/p>\n\n\n\n<span id=\"faster\"><\/span>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"faster\">Get paid faster with the right tools<\/h2>\n\n\n\n<p>Getting paid on time isn\u2019t just about successfully reminding your clients. It\u2019s about setting the right terms in your contracts, offering an easy way to pay, and tracking payments seamlessly. You can do it on your own, or you can save time with a clientflow management platform.&nbsp;<\/p>\n\n\n\n<p>With a system like HoneyBook, you can create the best collateral for selling your services, send online invoices and contracts, and get paid through the click of a button.<\/p>\n\n\n\t\t<div data-elementor-type=\"section\" data-elementor-id=\"88462\" class=\"elementor elementor-88462\" data-elementor-post-type=\"elementor_library\">\n\t\t\t<div class=\"elementor-element elementor-element-99ad397 e-con-full cta_click e-flex e-con e-parent\" data-id=\"99ad397\" data-element_type=\"container\" data-settings=\"{&quot;background_background&quot;:&quot;classic&quot;,&quot;jet_parallax_layout_list&quot;:[]}\">\n\t\t<div class=\"elementor-element elementor-element-ec10187 e-con-full e-flex e-con e-child\" data-id=\"ec10187\" data-element_type=\"container\" data-settings=\"{&quot;jet_parallax_layout_list&quot;:[]}\">\n\t\t\t\t<div class=\"elementor-element elementor-element-c538a76 elementor-widget elementor-widget-image\" data-id=\"c538a76\" data-element_type=\"widget\" data-widget_type=\"image.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t\t\t\t\t<img loading=\"lazy\" decoding=\"async\" width=\"404\" height=\"740\" src=\"https:\/\/hbb.dev.reliablepenguin.com\/blog\/wp-content\/uploads\/2023\/07\/cta-payments-banner-merino.png\" class=\"attachment-medium_large size-medium_large wp-image-88479\" alt=\"\" srcset=\"https:\/\/hbb.dev.reliablepenguin.com\/blog\/wp-content\/uploads\/2023\/07\/cta-payments-banner-merino.png 404w, https:\/\/hbb.dev.reliablepenguin.com\/blog\/wp-content\/uploads\/2023\/07\/cta-payments-banner-merino-164x300.png 164w\" sizes=\"(max-width: 404px) 100vw, 404px\" \/>\t\t\t\t\t\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t<div class=\"elementor-element elementor-element-0d64de4 e-con-full e-flex e-con e-child\" data-id=\"0d64de4\" data-element_type=\"container\" data-settings=\"{&quot;jet_parallax_layout_list&quot;:[]}\">\n\t\t\t\t<div class=\"elementor-element elementor-element-8a918e8 elementor-widget elementor-widget-heading\" data-id=\"8a918e8\" data-element_type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t<span class=\"elementor-heading-title elementor-size-default\">Get paid faster<\/span>\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-0a9b97b elementor-widget elementor-widget-text-editor\" data-id=\"0a9b97b\" data-element_type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t<p><span style=\"font-weight: 400;\">Use HoneyBook to simplify your payment process\u2014no more chasing payments.\u00a0<\/span><\/p>\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-7cb141f elementor-widget elementor-widget-button\" data-id=\"7cb141f\" data-element_type=\"widget\" data-widget_type=\"button.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t<div class=\"elementor-button-wrapper\">\n\t\t\t\t\t<a class=\"elementor-button elementor-button-link elementor-size-sm\" href=\"https:\/\/hbbadmin.reliablepenguin.com\/signup%20\" target=\"_blank\">\n\t\t\t\t\t\t<span class=\"elementor-button-content-wrapper\">\n\t\t\t\t\t\t\t\t\t<span class=\"elementor-button-text\">Get started<\/span>\n\t\t\t\t\t<\/span>\n\t\t\t\t\t<\/a>\n\t\t\t\t<\/div>\n\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\n","protected":false},"excerpt":{"rendered":"<p>Learn how to write an effective payment reminder email, ensuring timely payments, positive cash flow, and healthy client relations.\u00a0 The payment process can be tricky for small business owners. Especially when it comes to unpaid invoices, you have to maintain a balance of being polite enough to keep a great relationship with your client, but [&hellip;]<\/p>\n","protected":false},"author":667,"featured_media":94262,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[20,545],"tags":[417,508,77,477],"class_list":["post-29708","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-business-best-practices","category-mobile-app","tag-billing","tag-client-communication","tag-client-relationships","tag-payments"],"acf":[],"featured_image_urls_v2":{"full":["https:\/\/hbbadmin.dev.reliablepenguin.com\/blog\/wp-content\/uploads\/2024\/03\/Writing-an-email.png",2000,1548,false],"thumbnail":["https:\/\/hbbadmin.dev.reliablepenguin.com\/blog\/wp-content\/uploads\/2024\/03\/Writing-an-email-150x150.png",150,150,true],"medium":["https:\/\/hbbadmin.dev.reliablepenguin.com\/blog\/wp-content\/uploads\/2024\/03\/Writing-an-email-300x232.png",300,232,true],"medium_large":["https:\/\/hbbadmin.dev.reliablepenguin.com\/blog\/wp-content\/uploads\/2024\/03\/Writing-an-email-768x594.png",768,594,true],"large":["https:\/\/hbbadmin.dev.reliablepenguin.com\/blog\/wp-content\/uploads\/2024\/03\/Writing-an-email-1024x793.png",1024,793,true],"1536x1536":["https:\/\/hbbadmin.dev.reliablepenguin.com\/blog\/wp-content\/uploads\/2024\/03\/Writing-an-email-1536x1189.png",1536,1189,true],"2048x2048":["https:\/\/hbbadmin.dev.reliablepenguin.com\/blog\/wp-content\/uploads\/2024\/03\/Writing-an-email.png",2000,1548,false]},"post_excerpt_stackable_v2":"<p>Learn how to write an effective payment reminder email, ensuring timely payments, positive cash flow, and healthy client relations.\u00a0 The payment process can be tricky for small business owners. Especially when it comes to unpaid invoices, you have to maintain a balance of being polite enough to keep a great relationship with your client, but stern enough that your client feels a sense of urgency to pay you. Whether your client is a week late or a month late on payments, we\u2019re here to help you walk that tightrope. In this article, we\u2019ll start with tips for politely asking a&hellip;<\/p>\n","category_list_v2":"<a href=\"https:\/\/hbbadmin.dev.reliablepenguin.com\/blog\/category\/business-best-practices\" rel=\"category tag\">Business best practices<\/a>, <a href=\"https:\/\/hbbadmin.dev.reliablepenguin.com\/blog\/category\/mobile-app\" rel=\"category tag\">Mobile App<\/a>","author_info_v2":{"name":"Eric Doty","url":"https:\/\/hbbadmin.dev.reliablepenguin.com\/blog\/author\/eric-doty"},"comments_num_v2":"0 comments","yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v24.1 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>How to Write a Payment Reminder Email | HoneyBook<\/title>\n<meta name=\"description\" content=\"Master writing effective payment reminder emails for timely payments, positive cash flow, and strong client relationships.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link 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