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Payment Reminder Letter Template
A Payment Reminder Letter is a written document prepared by an organization or private seller and sent to their client to tell the latter about a payment they are supposed to make.
Alternate Names:
- Overdue Payment Reminder Letter;
- Late Payment Reminder Letter.
If you have delivered the products to a customer or they have already benefited from your services, you have the right to demand payment they failed to make before or right after you have fulfilled your own obligations. Send this message to the individual or business that owes you money within seven or ten days after the day you expected to receive your money - make sure you do not wait too long and the other party does not forget about their debt. Download a Payment Reminder Letter template via the link below.
How to Write a Friendly Reminder Letter for Payment?
Follow these steps to draft a Friendly Payment Reminder Letter:
- Greet the recipient and introduce yourself . If you represent a company, you need to identify it properly to avoid possible confusion.
- State the purpose of the letter right away - you are reminding the client about the overdue payment . Include the number of the invoice, indicate the date you sent them the invoice, and record the deadline for the payment. You may also list the methods of payment you prefer and refer to the documentation that proves your point - attach the invoice to the letter.
- Do not be too persistent - this letter serves as a reminder, not a demand you send informing the recipient about your willingness to file a lawsuit if they do not pay you immediately . You should not assume the person or company decided to scam you - most likely, they just forgot about the money they owe you or they have had difficulties with their financial institution. However, you can mention the extra fee you will charge for late payment - the customer will have to pay more if you do not receive the payment within a certain period of time. Still, opt for a professional yet polite tone since this is your first letter about the payment and thank the reader for their time and attention.
- Add your contact information to let the client call or mail you in case they have any inquiries . Include your bank account details as well to allow the recipient to send you the payment once they read the letter.
- Sign and date the document . If you communicate with your clients online, you may send an e-mail letter; otherwise, it is recommended to use certified mail - this way, you can be sure the other party receives the documentation and you obtain a receipt which will be useful in case your reminder is ignored for weeks and months. Keep the receipt with the copy of the letter - it will serve as evidence of you trying to reach out to the person or entity in question.
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