Struggling To Get Your Invoice Paid? Try Our Sample Email Drafts

Struggling To Get Your Invoice Paid? Try Our Sample Email Drafts

December 4, 2018 Off By Clare Louise

From a credit control standpoint, email can be considered as an incredibly useful tool. Up to almost 80% of invoices can be successfully fulfilled by simply following it up through email – or email chasing as it is sometimes referred to.

Now, you along with most other business owners might find this startling, but it’s true. So, it is time to add some more kinks to your email chasing armoury and this guide will have you well equipped for that.

Template 1: Before an Invoice is Due

If you are drafting an email before your invoice becomes due, you should primarily focus on one thing- making sure that all the scenarios are right for your customer so that they can make the payment. All you should do is politely ask whether everything is in readiness for the customer to make the payment on the due date. This will ensure that you lay the foundation for what could eventually be a long and great working relationship, not to mention the fact that your invoice will remain fresh in the mind of your client.

Our template for this scenario will be as follows:

Please note that the square brackets [ ] are used as a placeholder, in which you should fill out information as per the specificity of each case.

Subject:

[The name of your business]: invoice [invoice reference number]

Body:

Hello [first name of the recipient]

I hope that everything’s going well.

I wanted to drop in a quick reminder about the [owed invoice amount] with respect to our invoice [reference number of the issued invoice] that is due for payment on [due date].

I would really appreciate your confirmation that everything is on the right track with regards to the payment.

Best regards

[First name of the sender]

A concise and clear subject line will have a great impact. Most inboxes allow a limited number of characters in the subject line, which makes it important to convey as many things as possible by using a limited number of words.

Good wishes at the start of your email, is a nice way to convey that at the end of the day you are both humans just carrying out their respective jobs. It will start the conversation on the right track and will increase the chances of arriving at an outcome that is mutually agreeable.

The rest of the email is just to the point. It is important to cover the following points in your email:

  • The total amount owed
  • Invoice reference number
  • Invoice due date

By developing a friendly rapport with your client, you are also ensuring that any future invoices are paid out quickly and efficiently. Finally, always remember to attach a copy of the invoice with your email.

Template 2: When An Invoice Is Early Overdue

Subject:

[The name of your business]: invoice [invoice reference number]

Body:

Hello, [first name of the recipient]

I hope that everything is all good your end.

We are yet to receive any payment on [owed invoice amount] with respect to our invoice [reference number] for which payment is due on [date due].

I would really appreciate if you can let me know when the payment will be made.

Best regards

[First name of the sender]

The only difference between this template and the prior one is that you are specifically asking when the payment is going to be made. This will add just a little bit of pressure on your customer/client while also creating an obligation on their part to adhere to the time frame mentioned in the reply to your mail.

Template 3: When an invoice is late overdue

It’s time to alter your approach if you have repeatedly chased a client over an invoice without much success. Your email template in this scenario should incorporate a note of urgency with regards to the payment.

Subject:

[The name of your business]: OVERDUE invoice [invoice reference number]

Body:

Hello, [first name of the recipient]

I hope that everything is well your end.

We are yet to receive any payment on [owed invoice amount] with respect to our invoice [reference number] for which payment is due on [due date].

The invoice has been due now for [number of days overdue] and I would really appreciate if you can let me know when the payment will be made as a matter of the utmost urgency as it is now creating some issues for us.

Best regards

[First name of the sender]

Like the previous templates, you can see that this one also incorporates the principles of conciseness, clearness and politeness. You also let your client know that late payment is not acceptable by stating that “it is creating issues for us”. This will make your client feel a little bit of guilt without you having to resort to overtly aggressive tactics.

Template 4: After the Invoice is paid

Regardless of when the payment was made, you should always revert back with a “thanks for the payment” email. The end result can only be positive for your business. Your client could either feel a bit of guilt or remorse for the late payment and your polite way of handling it or they will appreciate the effort you have taken to recognise their timely repayment, which strengthens the relationship further and paves the way for future payments being made in a timely manner.

Subject:

[The name of your business]: invoice [invoice reference number]

Body:

Hi [First name of the recipient]

I just wanted to inform you know that we have processed your recent payment with respect to invoice [reference number]. We really appreciate it.

Thanks

[First name of the sender]

A heavy backlog of unpaid invoices can create serious cash flow issues for your business. You always have the option of using your unpaid invoices as collateral for a short term loan, but wouldn’t it be better if the issue is sorted out beforehand? Hopefully our email templates will set you up for success with chasing invoices.