Small Business

How To Write Emails & Send Payment Reminders To Freelance Clients

If you freelance for lengthy sufficient, you’ll ultimately come throughout a shopper who doesn’t pay you on time. And whereas it’s not at all times intentional or malicious, a late fee can do a quantity by yourself funds in case you’re relying on being paid a specific amount by a selected due date.

Payment reminders or bill follow-ups are a easy and efficient preventative measure you possibly can take to encourage busy purchasers to pay your invoices earlier than they’re overdue.

What is a Payment Reminder?

A fee reminder is a message you ship to purchasers to allow them to know an bill due date is approaching or overdue. Most usually, fee reminders are despatched by way of e-mail, however they can be despatched by the mail or textual content message.

Most invoicing methods contain sending a couple of fee reminder, relying on how late a fee is.

When to Send Payment Reminders

There are three superb occasions to ship fee reminders to purchasers:

  • One day earlier than an bill is due
  • One to three days after an bill is due
  • Seven days after an bill is due

After the one-week mark, you possibly can proceed to ship bill reminders, however you’ll have to contemplate the opposite choices you may have for coping with a nonpaying shopper.

If they haven’t responded to you by then, it’s time to attain out to your different contacts on the company and decide the way you need to proceed.

Payment Reminder Email Templates for Freelancers

Depending on how late a shopper is, the messaging you utilize in your fee reminder will change. Use these templates to create your personal customary messaging for bill follow-ups to save time and create consistency throughout purchasers.

Payment Reminder Template: 1 Day Before an Invoice Is Due

The first e-mail you ship ought to be pleasant and useful. The bill isn’t technically overdue but, so there’s no want to be aggressive or confrontational. This is a courtesy e-mail to give the shopper a heads-up earlier than the bill is overdue.

Keep the tone gentle, pleasant, {and professional}.

Subject Line: Payment Reminder for Invoice #[001] for [your business name]

Hi [client’s name],

This is a pleasant reminder that bill #[001] is due on [invoice due date]. The quantity owed is [$100.00]. I’ve hooked up a duplicate of the bill to your reference.

You could make fee by way of [your accepted payment methods]. Payments made after the due date could also be topic to [applicable interest charges or late fees].

If you’ve already made a fee, please ignore this reminder.

Feel free to e-mail me at [email address] or name [phone number] with any questions or considerations.


[your name]

Payment Reminder Template: 1 to 3 Days After an Invoice Is Due

Your subsequent fee reminder doesn’t essentially want to be much less pleasant, however it wants to be extra to the purpose — particularly in case you obtained no response in any respect out of your preliminary message.

There’s nonetheless an opportunity that your fee was missed due to a easy mistake or software error and never as a result of the shopper is deliberately avoiding you.

While your tone ought to nonetheless be pleasant {and professional}, you may be extra direct when it comes to any penalties associated to the overdue quantity. In this e-mail, be extra clear concerning the quantity due, fee phrases (like late charges), and the way the shopper could make a fee.

The extra clear you make this message, the less excuses a shopper has about why they haven’t paid you but.

Subject Line: Payment Reminder for Past Due Invoice #[001] for [your business name]

Hi [client’s name],

I’m following up with regard to bill #[001], which was due on [invoice due date]. The whole quantity owed is [$100.00] if paid by [grace period before interest charges or late fees are applied].

If fee is made after [the day the grace period ends], a [applicable late fee or interest charge] of [amount of late fee or interest rate] can be added to the entire quantity due.

I’ve hooked up a duplicate of the unique bill to your reference.

You could make fee in full by way of [accepted payment methods] to [payee name, email address, office address, etc.] as quickly as attainable. If you’ve already made a fee, please ignore this reminder.

Feel free to attain out to [email address] or [phone number] with any questions or considerations.

Thanks to your cooperation!

[your name]

Payment Reminder Template: 7 Days After an Invoice Is Due

This e-mail is probably the most direct request for fee you’ll ship. If you don’t really feel snug being this ahead after one week, you should utilize this template later within the course of as an alternative.

For instance, you would possibly ship this message in case you haven’t heard from the shopper for a full month after you despatched your preliminary bill.

Note that though this e-mail is extra candid than the others, it nonetheless wants to be skilled and well mannered.

Subject Line: Payment Reminder for Past Due Invoice #[001] for [your business name]

Hi [client’s name],

This message is to inform you that fee for bill #[001] is at the moment [one week] overdue. The whole quantity owed is [$115.00] together with [applicable interest charges or late fees] of [$15.00].

Please make fee in full upon receipt of this message. If you’ve already made a fee, ignore this reminder.

I’ve hooked up a duplicate of the bill to your reference. If you may have any questions or considerations, you possibly can attain me at [email address] or [phone number].

Thanks prematurely to your cooperation.

[your name]

After Payment Is Received

If your fee reminder works and also you obtain fee in full, it’s essential to acknowledge it with a follow-up message. Showing your appreciation and confirming that your shopper’s not overdue is an easy courtesy you possibly can lengthen to keep a great relationship.

After a shopper makes good on an overdue bill, customise this template to create a thank-you observe of your personal.

Hi [client’s name],

I needed to affirm that I obtained fee in full for bill #[001] right this moment. Thanks for resolving this challenge so rapidly, and I respect your cooperation!

I hope you may have an incredible remainder of the day and I look ahead to working with you once more sooner or later.


[your name]

5 Tips for Sending Payment Reminders

Sending fee reminders is an effective way to encourage purchasers to pay you on time and in full, and there are a variety of how to enhance the efficacy of those messages.

1. Be Polite and Professional

Regardless of how late a shopper is or what they are saying to you, preserve your cool and ensure your shopper communications are well mannered {and professional}. Don’t let your frustration about an overdue bill get the higher of you.

If you do want to pursue the fee by one other means down the street, reminiscent of mediation, collections, or small claims court docket, your paper path can be used as proof of when and the way you contacted the shopper. You don’t need these messages to be immature or inappropriate.

2. Automate Your Emails

While you possibly can ship fee reminders manually, freelancers with plenty of purchasers could have a tough time retaining observe of when and to whom to ship reminders.

Many invoicing software platforms automate fee reminders primarily based in your invoices, reminiscent of:

Automating fee reminders saves you from having to observe unpaid invoices your self, which means you possibly can spend much less time on the executive duties that include operating a small business.

3. Include Important Information

Payment reminder letters are solely useful in the event that they embody the suitable data. Each one you ship ought to have:

  • The bill quantity
  • The fee due date
  • The fee deadline
  • Payment choices (reminiscent of PayPal, credit score card, or verify)
  • A duplicate of the unique bill hooked up
  • Your contact particulars, reminiscent of cellphone quantity, e-mail tackle, and office tackle if relevant

The extra data you present, the better will probably be to your shopper to make fee with out having to commute, particularly in the event that they ahead your e-mail to their accounting division.

4. Use Multiple Methods

If you ship three fee reminders to a shopper and get no response, change up your technique of communication. Try making a cellphone name or reaching out to some other contacts you may have on the company.

There’s a chance that your contact was let go, had an emergency, or isn’t receiving your emails.

Sending your fee reminder to another person could possibly be all it takes to get an overdue fee addressed.

5. Keep Communication Records

Payment reminders are one of many freelance data you need to preserve for each shopper. Not solely are they a easy method to observe overdue funds, however in addition they come in useful in case you want to pursue a extra formal plan of action sooner or later, like taking a shopper to small claims court docket or proving the debt to a group company.

When attainable, ship fee reminders by e-mail as a result of they’re straightforward to doc. Phone calls, texts, and bodily copies are tougher to observe and use as data.

The Benefits of Sending Payment Reminders

Payment reminders don’t simply assist your freelance business, in addition they assist your purchasers. Include them in your invoicing course of to:

1. Get Paid on Time

The greatest good thing about fee reminders is that they enable you to receives a commission on time. Chances are, a few of your purchasers are small-business homeowners or startups with rather a lot happening.

While that’s no excuse to miss sending in a fee, an bill follow-up ensures that they get the reminder they want earlier than they hit the overdue mark.

Some purchasers will even thanks for giving them a nudge as a result of it means they’ll have the ability to keep away from any relevant curiosity expenses or late charges.

2. Round Out Your Invoicing Strategy

Most freelancers both make their very own bill templates or use an automatic invoicing software to element their companies and charges to purchasers frequently. But as your freelance business grows, you’ll doubtless want to develop on that course of to handle extra purchasers and a heavier workload.

Payment reminders are a easy method to cut back the probabilities of late funds, serving to you to have a extra predictable and dependable money move.

3. Reinforce Your Payment Terms

Payment phrases in freelance contracts, invoices, and quotes are nearly ineffective in case you don’t implement them.

Payment reminders not solely refresh a shopper’s reminiscence when it comes to an approaching or previous bill date, however in addition they act as a method to remind them of the results of late funds.

If you outlined curiosity expenses, late charges, or different penalties within the fee phrases in your contract, be sure to deliver them up in your fee reminders. Clients can be grateful you helped them to keep away from overages and also you’ll be extra doubtless to receives a commission promptly.

4. Help New Clients to Get on Track

Onboarding new purchasers usually entails plenty of paperwork and forwards and backwards. From negotiations about rate, phrases, and scope to fee phrases and contract size, a ton of essential data is unloaded upfront.

This makes it simpler for purchasers to miss small particulars like whenever you ship out invoices and the way lengthy they’ve to pay you as soon as they’ve been obtained.

Payment reminders give new purchasers an opportunity to get on observe together with your billing cycle and due dates by giving them advance discover of a looming fee deadline. Next time, they’ll have a greater grasp of your expectations and can be extra doubtless to meet them while not having a reminder.

Final Word

Freelancing most likely got here with extra administrative and accounting duties than you had hoped for, however these capabilities enable you to have a stronger, extra profitable business.

If you may have hassle getting paid on time, fee reminders are an effective way to encourage purchasers to settle your invoices after they’re due, serving to them to keep away from late charges and enhancing your money move.

Develop a constant and clear technique and preserve your messages well mannered {and professional} to get probably the most out of your fee reminders.

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