Ensuring timely payments is vital to keeping a healthy cash flow. But we’ve all been there—waiting for payments that seem to linger past their due dates.
Chasing payment dues can be a delicate task that requires finesse and professionalism. The way you communicate with clients about outstanding payments can impact not only your financial stability but also your professional relationships.
That’s why we’ve crafted this comprehensive guide to help you navigate the challenging waters of payment follow-ups.
In this post, we’ll be sharing six highly effective email templates designed to streamline your communication process and, most importantly, get you paid on time.
What Does Chasing Payment Dues Mean?
Chasing payment refers to following up with customers or clients who have not fulfilled their financial obligations by paying for goods or services. It involves communication and efforts by a business to secure the payment owed to them within the agreed-upon terms.
Service-based and product-based businesses can chase payments. As an example, you’ll see that the first three templates are presented as lawyers requesting client payments.
It’s helpful to have a trustworthy email platform, such as MailChimp. But there are plenty of MailChimp alternatives you can explore, too.
Lastly, investing in business insurance can protect you from other financial losses if it comes to the worst, and clients won’t make their payments until legal action is taken. Business insurance can help cover some of these legal costs.
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Template #1: 1 Day Prior to the Invoice Due Date
Purpose: An example email is being sent by the Brian White Law Firm. They are trying to remind the client of the upcoming due date and offer assistance or cooperation if needed.
Subject: Friendly Reminder: Invoice Due Tomorrow
Dear [Client’s Name],
I hope this email finds you well. As we approach the due date for Invoice #[Invoice Number], I wanted to send you a friendly reminder.
Invoice Amount: [Amount]
Due Date: [Due Date]
We greatly appreciate your business and the opportunity to work with you. Your prompt attention to this matter ensures a smooth financial process and allows us to continue providing you with excellent service.
If you’ve already made the payment, please accept our sincere thanks. If not, kindly arrange for the payment to be processed by [Due Date]. Attached to this email, you’ll find the invoice for your reference. The email also contains a generated QR code below the email body that will take you directly to the invoice.
For your convenience, here are the payment details as well:
[Payment Method]
[Bank Account Details or Other Payment Instructions]
Should you have any questions or concerns regarding the invoice or the payment process, please don’t hesitate to reach out. We are more than happy to assist you in any way we can.
Thank you for your prompt attention to this matter. We value our ongoing partnership and appreciate your timely cooperation.
Best Regards,
Brian White
Personal Injury Lawyer
Attorney Brian White & Associates
[Contact Information]
Image Source
Alt Text: Example of a payment QR code
Template #2: 1 Day After the Invoice Due Date
Purpose: An example email is being sent by the Baumgartner Law Firm. They are trying to politely remind the client that the due date has just passed and offer assistance or cooperation if needed.
Subject: Polite Follow-Up: Invoice #[Invoice Number] Overdue
Dear [Client’s Name],
I trust this message finds you well. I am writing to follow up on Invoice #[Invoice Number], which was due for payment yesterday.
Invoice Amount: [Amount]
Due Date: [Due Date]
We understand that unforeseen circumstances may arise, and we appreciate your attention to this matter. If the payment has already been processed, please disregard this email.
If you haven’t made the payment yet, we kindly request that you expedite the process at your earliest convenience. Timely payments are crucial in helping us maintain the high standard of service you expect.
Attached to this email is a copy of the invoice for your reference. Here are the payment details for your convenience:
[Payment Method]
[Bank Account Details or Other Payment Instructions]
Should you require any clarification on the invoice or encounter difficulties in the payment process, please feel free to reach out. We are here to assist and ensure a smooth resolution.
We genuinely value your business and the trust you place in us. Your cooperation in resolving this matter is highly appreciated.
Thank you for your prompt attention.
Best Regards,
Greg Baumgartner
Firm Attorney
Baumgartner Law Firm
[Contact Information]
Template #3: 30 Days After the Invoice Due Date
Purpose: An example email is being sent by the Law Offices of Jay S. Knispel. They are trying to create a sense of urgency to pay the pending invoice but also asking the client to communicate if they need help (such as losing the invoice) or would like to work out a payment plan.
Subject: Urgent: Outstanding Invoice #[Invoice Number] – Immediate Action Required
Dear [Client’s Name],
I trust this email finds you well. I am writing to bring to your attention the unresolved matter of Invoice #[Invoice Number], which is now 30 days overdue.
Invoice Amount: [Amount]
Due Date: [Due Date]
We understand that unforeseen circumstances may have contributed to this delay, and we are committed to working with you to find a solution. However, the prolonged outstanding balance is affecting our ability to maintain the high level of service you expect.
To ensure a swift resolution, we kindly request your immediate attention to settle this invoice. Attached to this email is a copy of the invoice for your reference, outlining the outstanding amount.
In the event you are experiencing challenges, such as misplacing the invoice or facing financial constraints, we are here to assist. Please communicate with us at your earliest convenience if you need a duplicate invoice or if you would like to discuss a feasible payment plan that accommodates your current situation.
Your prompt attention to this matter is crucial. If we do not receive payment or communication regarding a resolution within the next [specified timeframe, e.g., 7 business days], we may have to explore alternative actions to recover the outstanding amount, which may include additional fees.
We value our relationship with you and are committed to finding an amicable solution. Your cooperation in addressing this matter promptly is highly appreciated.
If you have any questions or concerns, please don’t hesitate to contact us. Thank you for your understanding and immediate attention to this urgent matter.
Best Regards,
Jay S. Knispel
Personal Injury Lawyer
Law Offices of Jay S. Knispel Personal Injury Lawyers
[Contact Information]
Template #4: 60 Days After the Invoice Due Date
Purpose: To send a last reminder for the overdue payment and warn that legal action might follow if payment isn’t made. Warn the client that late fees will be applied soon and future collaboration might be ended.
Subject: Final Notice: Urgent Action Required – Invoice #[Invoice Number]
Dear [Client’s Name],
I hope this message finds you well. I am writing to address the unresolved matter of Invoice #[Invoice Number], which is now 60 days overdue.
Invoice Amount: [Amount]
Due Date: [Due Date]
Despite our previous reminders, we regret to note that the outstanding balance remains unpaid. The prolonged delay is affecting our operations and financial stability, and we must address this matter urgently.
As of [Current Date], late fees are pending and will be applied to the outstanding amount within the next [specified timeframe, e.g., seven business days].
If the payment is not received within [specified timeframe, e.g., 14 business days], we may have no choice but to pursue legal action to recover the outstanding amount. Legal action could result in additional costs, and we sincerely hope to avoid such a scenario.
We understand that circumstances may arise, and we are willing to work with you to find a resolution. If you are facing challenges or if you require assistance, please communicate with us immediately.
Additionally, it’s important to note that continued non-payment may impact our ability to continue our collaboration. We value our relationship with you, and it is our sincere hope that we can resolve this matter promptly to avoid any further disruptions.
Attached to this email is a copy of the invoice for your reference, detailing the outstanding amount, late fees, and the potential consequences of non-payment.
Thank you for your understanding and cooperation.
Best Regards,
[Your Full Name]
[Your Position]
[Your Company]
[Your Contact Information]
Template #5: 90 Days After the Invoice Due Date
Purpose: To inform the client that a late fee has now been added to the invoice amount and you will take legal action if it is not paid by a specific date. You will no longer work together.
Subject: Final Notice: Legal Action Pending – Invoice #[Invoice Number]
Dear [Client’s Name],
I trust this email finds you well. I am writing to address the unresolved matter of Invoice #[Invoice Number], which is now 90 days overdue.
Invoice Amount: [Amount]
Original Due Date: [Due Date]
Current Date: [Current Date]
Despite our previous attempts to resolve this matter amicably, the outstanding balance remains unpaid. As of today, an additional late fee has been added to the total amount.
**New Total Amount: [Total Amount with Late Fee]**
The late fee has been applied to the invoice, and we must insist on immediate payment. The total amount, including the late fee, must be settled by [specific date, e.g., 14 business days from the date of this email].
Failure to remit payment by the specified date will leave us with no alternative but to initiate legal proceedings to recover the outstanding amount. Legal action may result in additional costs, and we want to avoid any unnecessary complications.
Regrettably, we have reached a point where we must inform you that we can no longer continue our collaboration under these circumstances. This decision is not made lightly, but the prolonged non-payment has placed an untenable strain on our business operations.
Attached to this email is a copy of the updated invoice for your reference, reflecting the new total amount with the late fee.
If you are facing any challenges or if you have questions, please reach out to us immediately. We remain open to resolving this matter amicably within the specified timeframe.
Thank you for your understanding.
Best Regards,
[Your Full Name]
[Your Position]
[Your Company]
[Your Contact Information]
Template #6: 103 Days After the Invoice Due Date
Purpose: To inform the client that you have taken legal action.
Subject: Legal Action Initiated – Invoice #[Invoice Number]
Dear [Client’s Name],
I hope this message reaches you. Despite our previous attempts to resolve the outstanding matter of Invoice #[Invoice Number], which is now 103 days overdue, we regret to inform you that we have taken legal action to recover the unpaid amount.
Invoice Amount: [Amount]
Original Due Date: [Due Date]
Current Date: [Current Date]
Despite our numerous attempts to engage in dialogue and provide opportunities to settle the outstanding balance, we have not received any response or payment from your end.
After careful consideration and in adherence to our contractual agreements, we have had no choice but to initiate legal proceedings to recover the debt. This decision was not made lightly, and we sincerely regret that it has come to this point.
Please be advised that legal action may result in additional costs, and we strongly encourage you to contact us immediately to discuss a resolution and avoid further complications.
If there are any extenuating circumstances or if you wish to discuss a potential resolution, please do not hesitate to reach out to us at [Your Contact Information].
Attached to this email is a copy of the relevant legal documentation for your reference.
We hope for an amicable resolution to this matter and would appreciate your prompt attention to avoid any further escalation.
Best Regards,
[Your Full Name]
[Your Position]
[Your Company]
[Your Contact Information]
Conclusion
With these email templates, you can take the anxiety out of sending follow-up emails to request late payments.
Chasing payment doesn’t have to be intimidating—it’s about getting you paid on time and keeping your business healthy.
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