While dealing with late payments is never easy, your business’ cash flow depends on it. With that in mind, today we bring you a quick guide complete with some templates to help you write an email to remind customers of overdue invoices.
Some Guidelines
Creating your own emails doesn’t have to be difficult. Just keep it professional and make sure to follow these guidelines:
1. Use a Clear Subject Line
A good late payment email begins with a clear subject line. While you want to be as polite as possible, the five to eight words of an email subject line don’t offer much room for pleasantries. Check out the templates below for some ideas you can use.
2. Include All the Necessary Information
Your email has to provide all the information your customers need to track their outstanding invoices and proceed with the payment:
- Invoice number
- Payment terms
- Payment methods
- Contact information for your billing team/accounting department
3. Be Concise
Don’t beat around the bush. By adding fluff or complex terms, you run the risk of creating a confusing email that your customers will find difficult to read. Include only the essential information and communicate it using simple words.
4. Attach a Copy of the Invoice
Consider attaching a copy of the invoice once the payment becomes officially overdue. This will help your customer if they have misplaced the original. Plus, it also makes it easier for them to review the details of the invoice.
Templates
If writing is not your strong suit, don’t worry — below you’ll find a couple of templates you can use for your email reminders. All you have to do is to fill in the blanks with the relevant information.
Email Template 1
Subject: Reminder: invoice [#INVOICE NUMBER] is overdue.
Hello, [CLIENT’S NAME] I hope all is well.
This email is just a reminder that invoice [#INVOICE NUMBER] is now [NUMBER OF DAYS] days past due.
The outstanding invoice amount is [AMOUNT]. Attached is a copy of the invoice for your review.
If you have any questions or concerns, feel free to contact our billing team at [CONTACT INFORMATION].
Best regards,
[SIGNATURE]
Email Template 2
Subject: Important: [NAME OF YOUR COMPANY]’s Invoice [#INVOICE NUMBER] is [NUMBER OF DAYS] days overdue
Hi, [CLIENT’S NAME],
This is a reminder that invoice [#INVOICE NUMBER] is now [NUMBER OF DAYS] days past due.
The total owed is [AMOUNT]. Keep in mind that as per our payment terms, we have the right to charge additional fees for payments made [NUMBER OF DAYS] days after the due date.
I am attaching to this message a copy of the invoice for your review in case the original was misplaced or deleted.
You may make a payment here [LINK TO PAYMENT METHODS].
If you have any questions or want to set up a payment plan, contact our billing team at [CONTACT INFORMATION].
Kind regards,
[SIGNATURE]
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