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I’ll walk you through how to ask for payment in an email, specifically in four scenarios. To ensure prompt payment, I suggest emailing the initial payment request and invoice within one to two days of completing the job, always maintaining a professional yet friendly tone in your customer communications. When sending a payment reminder, include the amount owed, payment due date, and the acceptable payment methods like check or credit card.
For your convenience, I have included four templates that you can download, customize, and cut and paste into an email:
- Asking for a payment before you start a job: Download template
- Asking for a payment when work is complete: Download template
- Asking for a payment that’s past due politely: Download template
- Asking for payment that’s past due more urgently: Download template
Typically, when you need to ask for money from your customers, you fall into one of four different scenarios above—all of which require a different way of asking. Let’s explore each scenario further below.
1. Asking for Payment Before You Start a Job
Before sending an invoice and payment request, ensure you have communicated to the customer that you require a deposit upfront. That way, they aren’t caught off guard by the email. This conversation should occur when you’re scheduled to provide the goods or services. Typically, if you send customers a quote or proposal, the upfront deposit should also be outlined in those documents.
This email should be sent immediately after your customer has approved the estimate or quote and the start date for the project has been determined. It should include:
- Total cost of the job
- Required deposit amount
- Date the deposit is due
- Projected start and end date of the job
- The date that the remaining balance is due
- Specific language that says, “Work will begin once the deposit has been received or when full payment is received,” depending on your situation
- Acceptable payment methods like check or credit card
- Instructions on how to submit payment
- Your contact information if there are questions
- A copy of the invoice attached
2. Asking for Payment When Work Is Complete
Once you have completed a job, you should send a payment reminder within one to two days. The longer you wait, the longer it’ll take for you to get paid. If you don’t make it a priority, then neither will your customers.
This email should include the following information:
- Amount due
- Due date
- Acceptable payment methods like check or credit card
- Instructions on how to submit payment
- Your contact information if there are questions
- Specific language that says, “Thank you for your business. I look forward to working with you in the future.”
- A copy of the invoice attached
3. Asking for Payment That Is Past Due Politely
It may feel awkward to ask for payment that is past due. However, keep in mind that your customers are busy like you and, most of the time, may have simply overlooked sending payment. While it’s easy to fly off the handle, the number one rule is to keep your head if you want to get paid.
This past due invoice email should have:
- Amount due
- Due date
- Acceptable payment methods like check or credit card
- Instructions on how to submit payment
- Your contact information if there are questions
- Specific language that references previous attempts to collect payment; for example, “We did not receive a response to our email dated MM/DD/YYYY.”
- A copy of the previous email(s) sent
- A copy of the invoice attached
4. Asking for Payment That Is Past Due More Urgently
Out of the types of emails I have discussed, this is probably the toughest one to send because it requires a more firmly-worded email that outlines the consequences of non-payment.
This email should include the following:
- Amount due
- Due date
- Acceptable payment methods like check or credit card
- Instructions on how to submit payment
- Your contact information if there are questions
- Specific language that references previous attempts to collect payment; for example, “We did not receive a response to our email dated MM/DD/YYYY.”
- Consequences of non-payment (referral to a collections agency or legal action)
- A copy of the previous email(s) sent
- A copy of the invoice attached
Next Steps
If you don’t receive a response from your customer after sending a couple of emails, it’s time to give them a call. Always give your customer the benefit of the doubt and be polite. There’s a chance that you have the wrong email address or that your emails are sitting in a spam folder. It’s important to keep the lines of communication open.
If you can reach your customers but they’re unable to pay you, give them the option of a payment plan. Document the agreed-upon plan and have your customer acknowledge it via email or with a signature. Stay on top of the due dates of the payment plan to ensure that your customer is living up to the agreement.
The Collections Process
If your attempts to collect payments through email are unsuccessful, your final option is to initiate a more formal collection process. This typically involves increasingly assertive steps designed to recover the debt while preserving a professional and respectful relationship with the debtor.
Additionally, this may require you to send written collection letters via mail and contact the debtor via phone. If you haven’t received payments after the fourth collection letter, I suggest that you contact a collection agency.
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Frequently Asked Questions (FAQs)
How do you ask for payment professionally in a message?
Start by assuming that the client simply overlooked the invoice. Use polite language, incorporating phrases like “gentle reminder,” “please,” and “thank you.” If they have questions or concerns, express your willingness to help. Also, don’t accuse them of intentionally delaying payment.
How soon after the due date should I send a payment request email?
It’s generally a good idea to send a payment reminder a day or two after the due date. If you don’t receive a response, you can send another reminder a week or so later.
Can I offer a discount for early payment?
Yes, offering a small discount for early payment can incentivize clients to pay promptly. For example, you could offer a 2% discount if they pay within 10 days of the invoice date.
What if the client still doesn’t pay after multiple emails?
If you’ve sent multiple emails and haven’t received payment or a response, consider calling the client. A phone call can be more personal and allow for immediate clarification. You could also send a more formal demand letter, which is a more serious step that outlines the consequences of non-payment. Another option is to consult with a collections agency or attorney. This is a last resort if all other attempts to collect payment have failed.
Bottom Line
Now that you know how to ask for payment in an email and the best practices for doing so, it’s time to implement the information into your customer billing process. Remember, many late payments are due to simple oversight or temporary financial difficulties, not malicious intent. Approach your reminders with understanding and a willingness to work with the customer to maintain a positive relationship and increase the likelihood of receiving payment.
