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5 Professional Payment Reminders To Send To Clients

by | Aug 3, 2021 | Uncategorized | 0 comments

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There are many great rewards to being a business owner; however, there can be a few obstacles as well. You will have to face so much confusion if you are going to be a business owner, however, having a good handle on your finances is key to ensuring your business is staying on target and generating consistent revenue.

Now, if you are a service-based business, more than likely you are sending invoices or payment reminders for clients to remit payments.  We anticipate that the client would make their payment in a timely fashion, however, what do you do in the instance when a client fails to pay and how should you professionally communicate with the clients?

What Do You Do In The Instance When A Client Fails To Pay?

There are three common points that you do when a client refuses to pay. Given below are three common points that you should know:

  • Write a very clear email and reattach your agreement. First of all, try writing a mail to a client for payment.
  • Send an official payment demand letter to clients who refuse to pay. In case you do not receive a response from the email, you can try this tactic.
  • Take stronger action

These are three common ways in which customer fails to pay. In the next paragraph, we will discuss some ways of professionally communicating with customers.

How Should You Professionally Communicate With The Clients?

Client communication includes the reporting, discussions, and knowledge converts that take place between a service provider (company) and service seeker (client) for the fulfillment of the project. There are some common ways in which you should communicate with clients. The following are some common ways that you should know:

  • Have emotional connectivity with clients
  • Keep the communication concise, Clear as well as context-driven.
  • Use emphasis and subordinations suitably
  • Be an active listener
  • Respond quickly. Respond always
  • Double-check everything
  • Educate the clients
  • Be empathetic but know your principles
  • Talk in a language that a client understands
  • Let the clients speak
  • Ask questions
  • Use a client communication tool
  • Keep a check on the tone

These are some ways that you can easily follow and can treat professionally with the customers.

We understand the uneasiness that comes along with sending reminders out. On one hand, you might feel it is an oversight on the client’s behalf. Perhaps they overlooked the email or got too busy, on the other hand, you don’t want to look like you are desperate for their payment either. So where is the happy medium? Well, we have you covered with these 5 simple templates to ask clients in a professional way to remit payments.

Now, for best practice, it is better to use these templates after your invoice has been submitted for payment. In the below sequence, using the templates will also ensure that you’re setting yourself and your customers up for a successful business partnership.

5 Easy and Professional Template sequences to Use

A week before Payment is Due

This template is a great one to use because it brings awareness to the client that their invoice is ready and will provide enough time for them to schedule a conversation with you should they have any questions.

Email Subject: Friendly Reminder-Invoice 12345 Due July 15th Hi (insert customer name), I hope all is well. This is just a friendly reminder that invoice 12345was sent in July 5 and is due next Tuesday on July 15th. In the meantime, please do not hesitate to reach out with any questions. As always, we appreciate your business. Thank you! (insert  your name)

Day Payment is Due

This template is a gentle call to action to let the client know that you awaiting paymentReminding them of key points of the payment amount and payment options are

Email Subject: Friendly Reminder-Invoice 12345 Due Today

Hi (insert customer  name), I hope all is well. This is just a friendly reminder that invoice 12345 for $1200 is due today. For your convenience, we have provided several options to make your payment securely through the link provided. In the meantime, please do not hesitate to reach out with any questions. As always, we appreciate your business. Thank you! (insert  your name)

Week After Payment is Due

The week after due date template might be a little uncomfortable to send at first, however it is important to set the proper expectations with your clients.

Hi (insert customer name), I hope all is well. This is just a friendly reminder that invoice 12345 for $1200 is one week past due We understand that life gets busy, so we have included the payment link below for your convenience. If payment has already been made, please disregard this message. In the meantime, please do not hesitate to reach out with any questions. As always, we appreciate your business. Thank you! (insert  your name)

2 weeks After Payment is Due

It is never an easy conversation to have when payment falls this far behind, however sending a short, but to-the-point email will help the client understand the importance of paying invoices promptly.

Hi (insert customer  name), I hope all is well. This is just a friendly reminder that invoice 12345 for $1200 is now two weeks past due. To ensure that no additional interest charges or late fees are imposed, please make payment as soon as possible For your convenience, we have provided several options to make your payment securely through the link provided. In the meantime, please do not hesitate to reach out with any questions. As always, we appreciate your business. Thank you! (insert  your name)

30 Days After Payment is Due

With the invoice being a month past due, taking a bit of a more direct approach is warranted.  You want to let the client know that you value them as a client, but you also value your time and payment as well for services rendered.

Hi (insert customer name), I hope all is well. This is a reminder that invoice 12345 for $1200 is now 30 days past due. Late fees and/or interest charges will accrue on Day 31. To avoid any further fees please remit payment as soon as possible. For your convenience, we have provided several options to make your payment securely through the link provided. In the meantime, please do not hesitate to reach out with any questions. As always, we appreciate your business and your prompt attention to this matter. Thank you! (insert  your name)

Conclusion

These are five easy and professional templates to use. These templates may simplify the client’s confusion about becoming a business owner. Moreover, these templates will ease the workload of clients and makes them feel less stressed, and at the same time, these templates increase effectiveness. These templates increase the attention of the audience.

They help in not only saving time but money as well. There are several resources available where you can find payment template reminders. You may be able to access some as well from your merchant processor accounts.  At the end of the day, you want to make sure that you are setting proper expectations so you can keep billing flowing smoothly. 5 Star Processing can help you in getting a high-risk merchant account. Contact us and get to know how.