No matter what business you are in, we are sure that you have encountered a client or two who were reluctant to pay the bill on time for whatever reason.
Chasing payments and dealing with past due invoices is a time-consuming emotional and financial drain. We all know essential since a steady cash flow is for the survival and growth of any business.
When collecting the money owed to you, it's essential to maintain a professional attitude and a polite tone throughout the process to avoid damaging your relationship with the client. Furthermore, your reputation is far more valuable than late payment.
But we can't let go of our hard-earned money, right? That's why payment reminders are your best friends. You are about to learn how to deal with overdue payments past due invoices with payment reminder emails.
Emails are the most professional way for businesses to communicate anything, including friendly payment reminders. Overdue payment reminder emails are a gentle reminder for invoice payment nudging the client or customer to take the needed action and settle their outstanding balance.
In addition to covering the best practices for overdue invoice emails, we'll go through payment follow-up email samples that you can create with MailMaestro's payment reminder template.
How to write a payment reminder email
Before diving any deeper to invoice reminders, let's cover the basics of outstanding invoice emails first. Payment reminder email format to a client doesn't leave much room for creativity – quite the opposite. But, of course, that only underlines the importance of nailing the few essential aspects.
Payment reminder email format
You should follow the outstanding payment reminder email format to chase a payment in email. It will guarantee that your payment follow-up email to the client is both friendly and gentle but calls for the urgency of action.
The overdue invoice reminder email structure is simple, so it shouldn't take long for you to master it. There are five parts to an email about payment reminders, including:
- Greeting
- Opening line
- Body
- Ending
- Signature
Each email for overdue payment follows the same format, which means that once you've mastered it, you'll be writing a polite payment reminder email at the flick of the switch.
Payment reminder email subject lines
When sending a late payment reminder email to another company, remember that your overdue invoice message will be one of the hundreds of emails they'll receive on any given day.
So, when sending a payment reminder, make sure your outstanding balance message stands out in the inbox and grabs the recipient's attention. When dealing with consumers getting your payment reminder message under the customer's radar might be even more challenging.
That's why you should keep the payment reminder email subject lines precise. Include your company name or contact name in both the subject line. This will help the recipient figure out who sent the email and what it's about and treat it with the corresponding urgency.
Best practices for payment reminder emails
When you receive a payment reminder email, you want it to be short and precise, don't you? The same holds when you send a friendly payment reminder letter to clients or customers.
These tips will help you treat overdue invoice emails like you would be the one on the receiving end.
1. Mind your tone
You have to strike a balance of politeness and firmness when sending a payment reminder email.
Depending on how long overdue the payment is, your email's tone may need to lean more one way than the other.
2. Outline updated info
When creating an outstanding payment reminder email, it's imperative to include potentially updated information, like how to complete the payment.
This will help the recipient grasp the situation without extra back and forth.
3. Introduce available payment options
To make settling their balance with you easy for the customer, including a mention about the payment methods you accept. The more precise you are about what kind of action you want them to take to handle their late payment, the more likely it is that they'll do it.
4. Mention the due date
Nothing drives urgency like deadlines. For example, when sending a late payment notice letter, you must include the invoice date, whether it is for a past due or upcoming payment.
Including the due date in your unpaid invoice email will ensure that the client has no reason to delay payment any longer.
5. Include a call to action
After you encapsulate all the necessary information in your follow-up email on payment, spell out what you want the customer to do next.
If you've already laid it out, recap it. You can enforce your call to action by mentioning the next steps of your payment collection process and their possible consequences.
Now that you know the best practices around late payment reminder emails, it's time to practically demonstrate how you should use these tips with the help of our AI writing assistant and payment reminder template.
5 Rent Payment Reminder Templates - Ready To Use
Rent Payment Reminder Email Templates are an essential tool for realtors, property managers, and anyone dealing with rental properties. They offer a professional and efficient way to remind tenants about rent payments, reducing the likelihood of late payments.
These templates, which range from a friendly reminder rent is due to a late rent notice to the tenant, follow a proper email format and strike the right balance between being courteous and firm.
Designed to resolve the pain points associated with reminding tenants about rent due dates, these professional email examples are for those who wish to maintain a positive relationship with their tenants while ensuring the timely payment of rent. Formats include the "Gentle Reminder," the "Due Date Reminder," and the "Late Payment Rent Notice."
The late payment rent letter to tenant, in particular, is an effective method to notify tenants that rent hasn't been paid after the due date, prompting immediate action.
For a more user-friendly approach, you can even leverage AI technology with Outlook AI to write these professional email samples faster and better. It's a practical way to enhance your communication strategy, especially if you're in the real estate sector and rely heavily on email correspondences.
This realtor email template is a perfect example of how technology can simplify the often complex task of managing rent reminders. Learn more about how you can use AI in Outlook.
Template 1: Gentle Reminder
This template is perfect as a first reminder. It is friendly and casual, yet gets the message across clearly.
Email Template
Subject: Friendly reminder: Rent is due soon
Dear [Tenant's Name],
We trust you are doing well. We're just sending out this friendly reminder that your rent
payment is due on [Due Date].
As always, we appreciate your prompt payment. If you have any questions, please don't
hesitate to contact us.
Best regards,
[Your Name]
Template 2: Due Date Reminder
This template is for reminding tenants on the due date.
Email Template
Subject: Rent Due Today
Hi [Tenant's Name],
Just a quick reminder that your rent is due today. Please disregard this reminder if you've
already made the payment.
If you need any assistance, feel free to let us know.
Best,
[Your Name]
Template 3: Late Payment Notice
For those instances when rent hasn't been paid after the due date, this template can be used.
Email Template
Subject: Late Rent Payment Notice
Dear [Tenant's Name],
We hope this email finds you well. Our records indicate that we haven't received your rent
payment that was due on [Due Date].
If you have already made the payment, please disregard this message. If not, we kindly ask
you to settle the payment at your earliest convenience to avoid late fees.
Thank you for your prompt attention to this matter.
Best,
[Your Name]
Template 4: Final Notice Before Late Fees
This template is for when the rent is significantly overdue, and you need to notify tenants that late fees will be applied.
Email Template
Subject: Final Notice: Rent Payment Overdue
Dear [Tenant's Name],
We hope you are doing well. According to our records, your rent payment for [Due Date] is still
outstanding. This is a final reminder before late fees are applied.
Please make the payment immediately to avoid any additional charges. If you have already made
the payment, kindly disregard this notice.
Feel free to reach out to us if you have any questions or if there are issues we should
be aware of.
Thank you for your prompt attention.
Best regards,
[Your Name]
Template 5: Confirmation of Payment Receipt
This template should be used to confirm receipt of rent payment and to thank tenants for their timely payment.
Email Template
Subject: Rent Payment Received - Thank You
Hi [Tenant's Name],
We hope this message finds you well. We are pleased to confirm receipt of your rent payment
for [Payment Period]. Thank you for your timely payment.
If you have any questions about your account or need assistance, please don't hesitate
to contact us.
We appreciate your continued cooperation.
Best,
[Your Name]
Payment reminder template by MailMaestro
By now, you should know how to send a friendly reminder for payment, so chasing invoice payments shouldn't be too hard. However, applying the best practices can be time-consuming if you have a lot of late payments to follow up on. That's where MailMaestro comes in.
MailMaestro is an AI writing tool that turns your instructions into ready-to-send emails and messages. Our Chrome extension and web app cover the email format, capitalization, grammar, spelling, punctuation.
In other words, you can focus on the message, and we will take care of the delivery. Our AI template collection features dozens of email templates that will:
- Reduce your writing time
- Automatically adapt to each situation and recipient
- Serve as a source of inspiration and learning
We even dare to claim that using MailMaestro is the fastest way to write a friendly reminder email for payment. Don't believe us? See our payment reminder template in action below.
As you can see, no matter if the invoice, payment, balance, bill, or account is unpaid, outstanding, past due, late, or overdue, you can write a reminder about it with our late payment email template.
If you're still struggling to find the right words for payment reminders, MailMaestro will help you get there and save time while doing it.
