{"id":13921,"date":"2026-04-30T00:30:00","date_gmt":"2026-04-30T05:30:00","guid":{"rendered":"https:\/\/www.commusoft.com\/?p=13921"},"modified":"2026-04-30T03:38:17","modified_gmt":"2026-04-30T08:38:17","slug":"how-to-write-payment-reminder-email","status":"publish","type":"post","link":"https:\/\/www.commusoft.com\/en-us\/blog\/how-to-write-payment-reminder-email\/","title":{"rendered":"How to Write a Payment Reminder Email: With Free Templates"},"content":{"rendered":"\n<p><strong><em>Writing and sending a payment reminder email should be a painless experience.<\/em><\/strong><\/p>\n\n\n\n<p><strong><em>But this type of reminder doesn\u2019t exist only to help you chase customers who haven\u2019t paid yet.&nbsp;<\/em><\/strong><\/p>\n\n\n\n<p><strong><em>Rather, a payment reminder email is an essential, quick-fire tool for sharing with them the most convenient way to pay.<\/em><\/strong><\/p>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<p>Below, we\u2019re sharing a few insights that will make getting paid easier for your team.&nbsp;<\/p>\n\n\n\n<p>You\u2019ll find some advice alongside a handful of templates that you can download to help you customise email templates of your own.<\/p>\n\n\n\n<p>In this article, we\u2019ll explore:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Why sending customers a nudge is useful,&nbsp;<\/li>\n\n\n\n<li>Automation vs. personalisation for sending reminders,<\/li>\n\n\n\n<li>What to include in your reminders, and<\/li>\n\n\n\n<li>Timelines for sending payment reminders.<\/li>\n<\/ul>\n\n\n\n<p><strong>Note:<\/strong> If you\u2019re getting pushback or radio silence, check out our blog on what to do if you have customers who are refusing to pay.&nbsp;<\/p>\n\n\n\n<p>Let\u2019s jump in to explore payment reminder emails for field service businesses: don\u2019t forget to download your templates, too!<\/p>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<!--HubSpot Call-to-Action Code --><span class=\"hs-cta-wrapper\" id=\"hs-cta-wrapper-9b57ad7c-fac5-43c6-9b42-b3534d891924\"><span class=\"hs-cta-node hs-cta-9b57ad7c-fac5-43c6-9b42-b3534d891924\" id=\"hs-cta-9b57ad7c-fac5-43c6-9b42-b3534d891924\"><!--[if lte IE 8]><div id=\"hs-cta-ie-element\"><\/div><![endif]--><a href=\"https:\/\/cta-redirect.hubspot.com\/cta\/redirect\/530619\/9b57ad7c-fac5-43c6-9b42-b3534d891924\" target=\"_blank\" rel=\"noopener\"><img decoding=\"async\" class=\"hs-cta-img\" id=\"hs-cta-img-9b57ad7c-fac5-43c6-9b42-b3534d891924\" style=\"border-width:0px;\" src=\"https:\/\/no-cache.hubspot.com\/cta\/default\/530619\/9b57ad7c-fac5-43c6-9b42-b3534d891924.png\"  alt=\"payment reminder email templates - download here\"\/><\/a><\/span><script charset=\"utf-8\" src=\"https:\/\/js.hscta.net\/cta\/current.js\"><\/script><script type=\"text\/javascript\"> hbspt.cta.load(530619, '9b57ad7c-fac5-43c6-9b42-b3534d891924', {\"useNewLoader\":\"true\",\"region\":\"na1\"}); <\/script><\/span><!-- end HubSpot Call-to-Action Code -->\n\n\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h2 class=\"wp-block-heading\">Why Nudging Customers with a Payment Reminder Email is Important<\/h2>\n\n\n\n<p>Simply put: payment reminders will help you to get paid faster.<\/p>\n\n\n\n<p>No matter if you\u2019re working with domestic or commercial clients, it\u2019s essential to have a clear payment strategy in place. <\/p>\n\n\n\n<p>Whether you\u2019re completing a fresh residential install or carrying out routine maintenance on a commercial asset: you need to get paid.<\/p>\n\n\n\n<p>Sometimes, you\u2019ll need to give customers a little nudge to ensure you get what you\u2019re owed.&nbsp;<\/p>\n\n\n\n<p>Here are a few good reasons why a quick reminder can be helpful:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Life happens and people can be forgetful: <\/strong>a nudge by email may be all they need to remember that they need to make a payment quickly. They may pay as soon as they see it.<\/li>\n\n\n\n<li><strong>Emails can reduce friction:<\/strong> especially if they contain a direct payment link that aligns with the customer\u2019s preferred method of payment, like by credit\/debit card or ACH (direct bank transfer).<\/li>\n\n\n\n<li><strong>It reduces the risk of escalation<\/strong>, giving you a digital paper-trail to follow.<\/li>\n\n\n\n<li><strong>It can be a confidence boost:<\/strong> If you\u2019re billing for a monthly or annual subscription, letting customers know a payment is ticking over as normal or is due is reassuring.<\/li>\n\n\n\n<li><strong>For maintaining warranty\/service status: <\/strong>A friendly nudge can remind customers that an unpaid invoice might affect their annual service agreement or even the validity of their equipment warranty. It\u2019s a professional courtesy to remind them and they\u2019ll likely&nbsp; be glad for the reminder.<\/li>\n<\/ul>\n\n\n\n<p>These days, payment reminders aren\u2019t exclusive to email, either.&nbsp;<\/p>\n\n\n\n<p>Maybe your business has an app for customers that means you can send push notifications, or maybe you prefer to send text messages with a link? The templates attached can be easily reworked for these methods, too.&nbsp;<\/p>\n\n\n\n<p>Having a variety of contact methods can be hugely helpful.<\/p>\n\n\n\n<p>By giving your customers options, you increase the likelihood of getting a response. You can even cater to a customer\u2019s preferences, increasing the chances of getting a reply every time.&nbsp;<\/p>\n\n\n\n<p>However you choose to send your payment reminders, the main thing is that you send them! A helpful nudge can go a long way to getting paid quickly.&nbsp;<\/p>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h2 class=\"wp-block-heading\">Automating vs. Personalising Payment Reminders<\/h2>\n\n\n\n<p>Automation is an amazing tool for easing the admin load on your office team.&nbsp;<\/p>\n\n\n\n<p>Automating standard payment messages that typically apply to most or all of your customers will save your team a lot of time as it streamlines repetitive tasks. This makes room for personalised messages that also play an important role.<\/p>\n\n\n\n<p>When specific actions are completed\u2014like booking a job or completing a proposal\u2014job management software can automatically create and send emails with these details attached so that customers are kept in the loop instantaneously.&nbsp;<\/p>\n\n\n\n<p>This also has the added benefit of giving staff back more time which they can spend on tasks that require a personal touch and attention.<\/p>\n\n\n\n<p>When it comes to requesting payments, a personal touch can be helpful for a few reasons:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Personalising messages that address specific pain points can resonate more than a brief, automated reply.<\/li>\n\n\n\n<li>You can build on existing customer relationships, making for a more satisfying experience.<\/li>\n\n\n\n<li>If an email won\u2019t do, having time to pick up the phone and speak directly to a customer adds urgency to a situation, likely meaning you\u2019ll be paid sooner.<\/li>\n\n\n\n<li>A human touch will always be necessary for work that requires a human presence: if a customer hasn\u2019t responded to your emails, it\u2019s time to pick up the phone.<\/li>\n<\/ul>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h2 class=\"wp-block-heading\">What to Include in Your Payment Reminder Emails<\/h2>\n\n\n\n<p>Here, let\u2019s take a quick look at the details you should include in every email.<\/p>\n\n\n\n<p>With a simple set of templates, you can reduce friction by ensuring messages are crystal clear. <\/p>\n\n\n\n<p>A payment reminder email should include:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Clear Subject Lines:<\/strong> Include the Invoice # and Business Name.<\/li>\n\n\n\n<li><strong>Direct Payment Link:<\/strong> If they have to log in to a portal or find a lost PDF, it cause delays.<\/li>\n\n\n\n<li><strong>Multiple Options:<\/strong> Credit card, ACH, or financing (especially for big generator installs or a recurring maintenance bill).<\/li>\n\n\n\n<li><strong>Contact Info:<\/strong> Give them a way to reach out if there\u2019s a discrepancy.<\/li>\n<\/ul>\n\n\n\n<p>For example:<\/p>\n\n\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\n<p><strong>Subject:<\/strong>&nbsp;<\/p>\n\n\n\n<p>Just a reminder: Your invoice from [Your Business Name] is due today<\/p>\n\n\n\n<p><strong>Man Body Text:<\/strong>&nbsp;<\/p>\n\n\n\n<p>Hi [Customer Name],&nbsp;<\/p>\n\n\n\n<p>I hope your week is going well!&nbsp;<\/p>\n\n\n\n<p>I\u2019m just reaching out to send a quick reminder that invoice #[Invoice Number] for [Service Provided, e.g., Generator Maintenance] is due today.&nbsp;<\/p>\n\n\n\n<p>You can easily pay online here: <strong>[Link to Payment Portal]<\/strong>.<\/p>\n\n\n\n<p>If you\u2019ve already sent the payment, please disregard this email. Otherwise, let me know if you have any questions about the invoice. Simply reply to this email, or call us on [Phone Number].<\/p>\n\n\n\n<p>Kind regards,&nbsp;<\/p>\n\n\n\n<p>[Your Name]&nbsp;<\/p>\n\n\n\n<p>[Your Business Name]<\/p>\n<\/blockquote>\n\n\n\n<p>You\u2019ll find other template to cover different situations available below.&nbsp;<\/p>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h2 class=\"wp-block-heading\">Timelines for Sending Payment Reminder Emails<\/h2>\n\n\n\n<p>The first payment reminder should go out as soon as a job is completed.&nbsp;<\/p>\n\n\n\n<p>It\u2019s likely you\u2019ll have already shared the final price with the customer before the job is completed, so a follow-up once it\u2019s done will make it far more likely that action is taken quickly.<\/p>\n\n\n\n<p>For short jobs like a maintenance check-up, especially if your team has access to job management software, like Commusoft, it could mean getting paid whilst your techs are still on site.<\/p>\n\n\n\n<p>For bigger jobs that may need more financial oversight, an instantaneous invoice request will also increase the chances of getting paid faster..<\/p>\n\n\n\n<p>Of course, this won\u2019t guarantee every job is paid on time, so here are a few suggestions of how to navigate payment reminder emails, ranging from 1 to 30 days.&nbsp;<\/p>\n\n\n\n<figure class=\"wp-block-table aligncenter\"><table class=\"has-fixed-layout\"><tbody><tr><td class=\"has-text-align-center\" data-align=\"center\"><strong>Stage<\/strong><\/td><td class=\"has-text-align-center\" data-align=\"center\"><strong>Timing<\/strong><\/td><td class=\"has-text-align-center\" data-align=\"center\"><strong>The Goal<\/strong><\/td><td class=\"has-text-align-center\" data-align=\"center\"><strong>Tone<\/strong><\/td><\/tr><tr><td class=\"has-text-align-center\" data-align=\"center\"><strong>Job Complete<\/strong><\/td><td class=\"has-text-align-center\" data-align=\"center\">Day of Service Complete<\/td><td class=\"has-text-align-center\" data-align=\"center\">It\u2019s time to be paid: the job is done and agreed payment is due.<\/td><td class=\"has-text-align-center\" data-align=\"center\">Ultra-Friendly<\/td><\/tr><tr><td class=\"has-text-align-center\" data-align=\"center\"><strong>The Polite Nudge<\/strong><\/td><td class=\"has-text-align-center\" data-align=\"center\">3 Days Later<\/td><td class=\"has-text-align-center\" data-align=\"center\">It\u2019s been a few days and just touching base: a quick check, just in case the first message was missed or overlooked.<\/td><td class=\"has-text-align-center\" data-align=\"center\">Helpful\/Inquisitive<\/td><\/tr><tr><td class=\"has-text-align-center\" data-align=\"center\"><strong>The Late Follow-up<\/strong><\/td><td class=\"has-text-align-center\" data-align=\"center\">14 Days Later<\/td><td class=\"has-text-align-center\" data-align=\"center\">It\u2019s important to be firm yet polite: payment is overdue and action should be taken.<\/td><td class=\"has-text-align-center\" data-align=\"center\">Firm\/Professional<\/td><\/tr><tr><td class=\"has-text-align-center\" data-align=\"center\"><strong>The Final Notice<\/strong><\/td><td class=\"has-text-align-center\" data-align=\"center\">30 Days Later<\/td><td class=\"has-text-align-center\" data-align=\"center\">Urgency is important and any risks if the customer still does not pay should be made clear, should escalation be required.<\/td><td class=\"has-text-align-center\" data-align=\"center\">Direct\/Urgent<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<p>For template examples of what to say in each instance, download your templates below.<\/p>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h2 class=\"wp-block-heading\">Download Your Payment Reminder Email Templates<\/h2>\n\n\n\n<p>When it comes to getting paid, it\u2019s important to prepare for a variety of scenarios.&nbsp;<\/p>\n\n\n\n<p>Payment reminder emails\u2014particularly when they\u2019re part of a payment workflow\u2014can help you to cover your bases, making life easier for your team and increasing the odds you\u2019ll get paid what you&#8217;re owed, with no fuss.<\/p>\n\n\n\n<p>It\u2019s important to prepare, then, and spend a little time setting up the templates your entire team can use as well as the processes needed to use them in different situations.<\/p>\n\n\n\n<p>From better communication, to helpful insights, to getting paid on time: explore the templates we\u2019ve created to help you.&nbsp;<\/p>\n\n\n\n<p>For everything else, be sure to explore Commusoft and schedule a call if you\u2019d like to speak to our team<\/p>\n\n\n\n\n\n<!--HubSpot Call-to-Action Code --><span class=\"hs-cta-wrapper\" id=\"hs-cta-wrapper-9b57ad7c-fac5-43c6-9b42-b3534d891924\"><span class=\"hs-cta-node hs-cta-9b57ad7c-fac5-43c6-9b42-b3534d891924\" id=\"hs-cta-9b57ad7c-fac5-43c6-9b42-b3534d891924\"><!--[if lte IE 8]><div id=\"hs-cta-ie-element\"><\/div><![endif]--><a href=\"https:\/\/cta-redirect.hubspot.com\/cta\/redirect\/530619\/9b57ad7c-fac5-43c6-9b42-b3534d891924\" target=\"_blank\" rel=\"noopener\"><img decoding=\"async\" class=\"hs-cta-img\" id=\"hs-cta-img-9b57ad7c-fac5-43c6-9b42-b3534d891924\" style=\"border-width:0px;\" src=\"https:\/\/no-cache.hubspot.com\/cta\/default\/530619\/9b57ad7c-fac5-43c6-9b42-b3534d891924.png\"  alt=\"payment reminder email templates - download here\"\/><\/a><\/span><script charset=\"utf-8\" src=\"https:\/\/js.hscta.net\/cta\/current.js\"><\/script><script type=\"text\/javascript\"> hbspt.cta.load(530619, '9b57ad7c-fac5-43c6-9b42-b3534d891924', {\"useNewLoader\":\"true\",\"region\":\"na1\"}); <\/script><\/span><!-- end HubSpot Call-to-Action Code -->\n","protected":false},"excerpt":{"rendered":"<p>Writing and sending a payment reminder email should be a painless experience. But this type of reminder doesn\u2019t exist only to help you chase customers who haven\u2019t paid yet.&nbsp; Rather, a payment reminder email is an essential, quick-fire tool for sharing with them the most convenient way to pay. Below, we\u2019re sharing a few insights&hellip;<\/p>\n","protected":false},"author":6,"featured_media":13983,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[20],"tags":[],"class_list":["post-13921","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-finances"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v26.6 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>How to Write a Payment Reminder Emails: Free Template &amp; Guide:<\/title>\n<meta name=\"description\" content=\"Preparing a collection of payment reminder emails can save your team time and even improve cash flow: invest time to recoup what you&#039;re owed!\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.commusoft.com\/en-us\/blog\/how-to-write-payment-reminder-email\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"How to Write a Payment Reminder Emails: Free Template &amp; Guide:\" \/>\n<meta property=\"og:description\" content=\"Preparing a collection of payment reminder emails can save your team time and even improve cash flow: invest time to recoup what you&#039;re owed!\" \/>\n<meta property=\"og:url\" content=\"https:\/\/www.commusoft.com\/en-us\/blog\/how-to-write-payment-reminder-email\/\" \/>\n<meta property=\"og:site_name\" content=\"Commusoft\" \/>\n<meta property=\"article:publisher\" content=\"https:\/\/facebook.com\/Commusoft\/\" \/>\n<meta property=\"article:published_time\" content=\"2026-04-30T05:30:00+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2026-04-30T08:38:17+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/www.commusoft.com\/wp-content\/uploads\/2026\/04\/18-Payment-Reminder.jpg\" \/>\n\t<meta property=\"og:image:width\" content=\"800\" \/>\n\t<meta property=\"og:image:height\" content=\"448\" \/>\n\t<meta property=\"og:image:type\" content=\"image\/jpeg\" \/>\n<meta name=\"author\" content=\"Rhys Pattimore\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:creator\" content=\"@commusoft\" \/>\n<meta name=\"twitter:site\" content=\"@commusoft\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"Rhys Pattimore\" \/>\n\t<meta name=\"twitter:label2\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"7 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\/\/schema.org\",\"@graph\":[{\"@type\":\"WebPage\",\"@id\":\"https:\/\/www.commusoft.com\/blog\/how-to-write-payment-reminder-email\/\",\"url\":\"https:\/\/www.commusoft.com\/blog\/how-to-write-payment-reminder-email\/\",\"name\":\"How to Write a Payment Reminder Emails: Free Template & Guide:\",\"isPartOf\":{\"@id\":\"https:\/\/www.commusoft.com\/#website\"},\"primaryImageOfPage\":{\"@id\":\"https:\/\/www.commusoft.com\/blog\/how-to-write-payment-reminder-email\/#primaryimage\"},\"image\":{\"@id\":\"https:\/\/www.commusoft.com\/blog\/how-to-write-payment-reminder-email\/#primaryimage\"},\"thumbnailUrl\":\"https:\/\/www.commusoft.com\/wp-content\/uploads\/2026\/04\/18-Payment-Reminder.jpg\",\"datePublished\":\"2026-04-30T05:30:00+00:00\",\"dateModified\":\"2026-04-30T08:38:17+00:00\",\"author\":{\"@id\":\"https:\/\/www.commusoft.com\/#\/schema\/person\/9e92fe164170178dda36709abbead768\"},\"description\":\"Preparing a collection of payment reminder emails can save your team time and even improve cash flow: invest time to recoup what you're owed!\",\"breadcrumb\":{\"@id\":\"https:\/\/www.commusoft.com\/blog\/how-to-write-payment-reminder-email\/#breadcrumb\"},\"inLanguage\":\"en-US\",\"potentialAction\":[{\"@type\":\"ReadAction\",\"target\":[\"https:\/\/www.commusoft.com\/blog\/how-to-write-payment-reminder-email\/\"]}]},{\"@type\":\"ImageObject\",\"inLanguage\":\"en-US\",\"@id\":\"https:\/\/www.commusoft.com\/blog\/how-to-write-payment-reminder-email\/#primaryimage\",\"url\":\"https:\/\/www.commusoft.com\/wp-content\/uploads\/2026\/04\/18-Payment-Reminder.jpg\",\"contentUrl\":\"https:\/\/www.commusoft.com\/wp-content\/uploads\/2026\/04\/18-Payment-Reminder.jpg\",\"width\":800,\"height\":448},{\"@type\":\"BreadcrumbList\",\"@id\":\"https:\/\/www.commusoft.com\/blog\/how-to-write-payment-reminder-email\/#breadcrumb\",\"itemListElement\":[{\"@type\":\"ListItem\",\"position\":1,\"name\":\"Home\",\"item\":\"https:\/\/www.commusoft.com\/\"},{\"@type\":\"ListItem\",\"position\":2,\"name\":\"How to Write a Payment Reminder Email: With Free Templates\"}]},{\"@type\":\"WebSite\",\"@id\":\"https:\/\/www.commusoft.com\/#website\",\"url\":\"https:\/\/www.commusoft.com\/\",\"name\":\"Commusoft\",\"description\":\"Field Service Management Software\",\"potentialAction\":[{\"@type\":\"SearchAction\",\"target\":{\"@type\":\"EntryPoint\",\"urlTemplate\":\"https:\/\/www.commusoft.com\/?s={search_term_string}\"},\"query-input\":{\"@type\":\"PropertyValueSpecification\",\"valueRequired\":true,\"valueName\":\"search_term_string\"}}],\"inLanguage\":\"en-US\"},{\"@type\":\"Person\",\"@id\":\"https:\/\/www.commusoft.com\/#\/schema\/person\/9e92fe164170178dda36709abbead768\",\"name\":\"Rhys Pattimore\",\"image\":{\"@type\":\"ImageObject\",\"inLanguage\":\"en-US\",\"@id\":\"https:\/\/www.commusoft.com\/#\/schema\/person\/image\/\",\"url\":\"https:\/\/secure.gravatar.com\/avatar\/435d3964ba8ac214f8655c0e2171d92da788e86dc45c4664794de1c3f04fb37b?s=96&d=mm&r=g\",\"contentUrl\":\"https:\/\/secure.gravatar.com\/avatar\/435d3964ba8ac214f8655c0e2171d92da788e86dc45c4664794de1c3f04fb37b?s=96&d=mm&r=g\",\"caption\":\"Rhys Pattimore\"},\"description\":\"Rhys has been writing content for field service professionals for over six years. 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