Timely payments keep businesses running smoothly. Asking customers for payment needs a careful balance of professionalism and friendliness. The right words can make all the difference between prompt payment and an awkward situation.
Successful payment collection starts with clear, respectful communication that maintains good customer relationships. These email templates show how to request payment effectively while keeping the tone positive and professional. Each sample can be adjusted to fit specific situations and business needs.
Friendly Collection Email Samples
These carefully crafted email templates will help you request payments professionally while preserving valuable customer relationships.
1. First Gentle Payment Reminder
Subject: Quick Reminder About Invoice #12345
Dear Mr. Johnson,
This email serves as a friendly reminder that invoice #12345 for $750, dated January 15, 2024, is due in 3 days. For your convenience, the invoice is attached to this email.
Please let us know if you need any clarification about the invoice or if you’d like to discuss payment options. You can easily make the payment through our secure payment portal or by bank transfer using the details provided on the invoice.
Thank you for your prompt attention to this matter.
Best regards, Sarah Williams Accounts Receivable
2. Past Due Notice – First Follow-up
Subject: Outstanding Payment Notice – Invoice #789
Dear Ms. Thompson,
We hope this email finds you well. Our records show that payment for invoice #789 for $1,200, which was due on February 1, 2024, remains outstanding.
We understand that oversights can happen. Perhaps this payment simply slipped through the cracks during a busy period. Could you please review this at your earliest convenience and arrange for payment? If you’ve already sent the payment, please disregard this notice and provide us with the payment details so we can track it.
Thank you for your attention to this matter.
Kind regards, Michael Chen Finance Department
3. Second Follow-up With Payment Options
Subject: Payment Arrangement Options – Invoice #456
Dear Dr. Smith,
We noticed that invoice #456 for $2,500, due on March 15, 2024, remains unpaid. We value our business relationship and want to ensure you have options for settling this balance.
We offer several payment methods including credit card, direct deposit, and monthly installments if needed. Would any of these options work better for your current situation? Our team stands ready to help set up whatever payment arrangement works best for you.
Please contact us to discuss these options or to make immediate payment.
Warm regards, Robert Garcia Account Manager
4. Final Notice Before Late Fees
Subject: Important: Final Notice Before Late Fees – Invoice #333
Dear Mrs. Anderson,
This email concerns invoice #333 for $890, which was due on January 30, 2024. Despite previous reminders, we haven’t received your payment or heard back from you.
Please note that late fees of 2% per month will apply to overdue balances starting next week. We’d like to help you avoid these additional charges. Could you please arrange payment or contact us about payment options before Friday?
Thank you for your immediate attention to this matter.
Best regards, Patricia Lee Credit Controller
5. Payment Request With Service History
Subject: Payment Review Required – Long-term Partnership
Dear Mr. Brown,
As your trusted service provider for the past three years, we’re reaching out about invoice #567 for $1,800, dated February 28, 2024. This invoice covers the quarterly maintenance package we’ve provided for your office equipment.
Your prompt payments have helped us maintain the high service standards you expect. Could you please review this invoice and arrange payment at your earliest convenience? We appreciate your continued business and look forward to serving you.
Thank you for your time.
Best wishes, David Miller Customer Relations
6. Friendly Reminder With Future Booking Hold
Subject: Action Required: Payment Status Update – Invoice #999
Dear Ms. Martinez,
We hope you’re doing well. This email concerns invoice #999 for $3,200, which covers your recent order and remains unpaid since March 1, 2024.
We noticed you have another order scheduled for next month. To ensure uninterrupted service, please settle this outstanding payment before we process your next order. We value your business and want to maintain our strong working relationship.
Thank you for your understanding.
Regards, James Wilson Sales Manager
7. Service Continuation Notice
Subject: Service Status Update – Payment Required
Dear Mr. Clark,
Your account shows an outstanding balance of $450 for invoice #777, due since February 15, 2024. This payment ensures continued access to your premium subscription services.
To prevent any service interruptions, please process this payment within the next 48 hours. We can help set up automatic payments for future bills if you’d find that more convenient.
Looking forward to your response.
Best regards, Susan Taylor Billing Department
8. Partnership-Focused Payment Request
Subject: Payment Review for Ongoing Projects – Invoice #888
Dear Ms. White,
As we continue working together on several exciting projects, we need to address invoice #888 for $2,100, which was due on March 10, 2024.
Your payment helps us maintain the resources needed to deliver the quality results you expect. Could you please review this invoice and arrange payment soon? We’re happy to discuss any questions about the charges or payment options.
Thank you for your valued partnership.
Warm regards, Thomas Nelson Project Director
9. Payment Request With Future Discount
Subject: Special Offer With Payment Resolution
Dear Mr. Rodriguez,
This email concerns invoice #444 for $670, outstanding since January 25, 2024. We’d like to offer you a 5% discount on your next order when you settle this payment within the week.
This offer allows us to resolve the current payment while thanking you for your prompt attention. Please let us know if you need any information to process this payment quickly.
Thanks for choosing our services.
Best wishes, Laura Phillips Account Executive
10. Collaborative Problem-Solving Approach
Subject: Let’s Work Together – Payment Solutions
Dear Mrs. Lewis,
We’re reaching out about invoice #555 for $1,550, due on February 20, 2024. We understand that payment delays sometimes happen and want to work with you to find a solution.
Could we schedule a quick call to discuss payment options that might work better for your cash flow? We have several flexible payment plans available and would appreciate the chance to find one that suits your needs.
Thank you for your cooperation.
Kind regards, Mark Thompson Financial Solutions
11. Service Anniversary Payment Notice
Subject: Payment Update – Valued Customer Status
Dear Dr. Harris,
As we mark two years of providing services to your business, we need to address invoice #666 for $980, due since March 5, 2024.
Your consistent support has helped us grow together. Could you please review and process this payment to help us maintain our service standards? We’re happy to provide any additional documentation you might need.
Thank you for your continued trust.
Best regards, Jennifer Adams Client Relations
12. Multiple Invoice Resolution Request
Subject: Account Review – Outstanding Payments
Dear Mr. Turner,
Our records show two pending invoices: #222 for $450 (due January 30, 2024) and #223 for $575 (due February 28, 2024). We’d like to help you bring your account current.
Would you prefer to settle these invoices separately or together? We can offer a small discount if you choose to pay both at once. Please let us know your preference so we can proceed accordingly.
Looking forward to your reply.
Warm regards, Kevin Wright Accounts Department
13. Early Payment Incentive
Subject: Special Discount Opportunity – Early Payment
Dear Ms. Davis,
We’re contacting you about invoice #111 for $2,300, due on March 30, 2024. We’re offering a 3% discount if you choose to pay this invoice before the due date.
This early payment discount can help both of us streamline our accounting processes. Would you like to take advantage of this offer? We can process your payment right away.
Thank you for considering this opportunity.
Best wishes, Rachel Green Finance Manager
14. Project Completion Payment Request
Subject: Project Milestone Reached – Payment Due
Dear Mr. Parker,
With the successful completion of Phase 1, we’re following up about invoice #333 for $1,750, which covers the agreed milestone payment due on February 10, 2024.
Your prompt payment will help us maintain momentum as we move into Phase 2 of the project. Please let us know if you need any additional documentation or clarification about the completed work.
Thank you for your attention.
Kind regards, Daniel Morris Project Manager
15. Year-End Account Resolution
Subject: Year-End Account Settlement Request
Dear Mrs. Cooper,
As we prepare our year-end accounts, we noticed invoice #777 for $890 from March 1, 2024, remains outstanding. We aim to close our books with all accounts current.
Could you please help us achieve this goal by processing this payment soon? We appreciate your business and want to start the new fiscal year on a positive note.
Thank you for your cooperation.
Best regards, Sharon Martinez Accounting Department
16. Supply Chain Payment Notice
Subject: Payment Required for Next Supply Order
Dear Mr. Foster,
This email concerns invoice #444 for $3,400, due since February 5, 2024. We need to receive this payment before we can process your next supply order, scheduled for next week.
To ensure uninterrupted supply, please arrange payment within the next two days. We can help expedite the payment process if needed.
Thank you for your quick action.
Warm regards, Christopher Lee Supply Chain Manager
17. Seasonal Business Payment Request
Subject: Pre-Season Payment Resolution Needed
Dear Ms. Bennett,
As we approach our busy season, we need to address invoice #555 for $1,200, outstanding since January 20, 2024. Settling this payment will ensure smooth operations during the upcoming peak period.
Please review and process this payment so we can focus on preparing for the seasonal rush. Let us know if you need any payment arrangements.
Thank you for your business.
Best wishes, Michelle Carter Operations Manager
18. Contract Renewal Payment Notice
Subject: Payment Required for Contract Renewal
Dear Dr. Mitchell,
Your service contract renewal is coming up, but we notice invoice #666 for $2,800 from February 15, 2024, remains unpaid. We need to resolve this payment before processing the renewal.
Could you please arrange payment this week? This will help us ensure continuous service under your contract. We’re happy to discuss any questions about the charges.
Thank you for your attention.
Kind regards, Andrew Wilson Contract Manager
19. International Payment Request
Subject: International Payment Processing Update
Dear Mr. Santos,
We’re following up about invoice #888 for $1,600, due on March 1, 2024. We understand international payments can take extra time and want to ensure you have all needed banking details.
Please confirm if you need our updated international payment information or assistance with the transfer process. We aim to make this as smooth as possible for you.
Thank you for your cooperation.
Best regards, Emma Thompson Global Accounts
20. Professional Services Payment Request
Subject: Professional Services Payment Status
Dear Ms. Reynolds,
This email concerns invoice #999 for $4,200, covering recent professional services and due since February 25, 2024. Your payment helps us maintain the high service standards you expect.
Could you please review and process this payment soon? We value our professional relationship and appreciate your attention to this matter.
Thank you for your time.
Warm regards, Jonathan Blake Senior Account Manager
Final Thoughts
Getting paid on time needs clear communication and solid professional relationships. Each email template above can be adjusted to match specific business needs while keeping the tone friendly and professional. Good results come from being clear about expectations while showing understanding and offering solutions.
These templates serve as starting points for creating effective payment request messages that bring results while maintaining valuable business connections.