How to Write an Email for a Payment Request

To write an email for a payment request, clearly state the invoice number, amount due, and due date. Include a detailed breakdown of services or products, provide straightforward payment instructions, set a polite but firm deadline, and close professionally. Using a clear subject line and addressing the client by name ensures your email is noticed and taken seriously. This approach encourages timely payment while maintaining strong client relationships.

Use a Clear and Concise Subject Line

The subject line is the first thing your client sees, so make it specific and professional. Examples:

• “Invoice #123 Payment Request – Due [Date]”
• “Payment Reminder for Services Rendered – Invoice #123”
• “Outstanding Invoice #123 – Action Required”

Tip: Include the invoice number and due date to immediately convey the purpose of the email.

Greet the Client Professionally

Begin your email with a polite greeting that addresses the client by name. For example:

• “Dear [Client Name],”
• “Hello [Client Name],”

This personal touch reinforces professionalism and shows respect, which can improve response rates.

State the Purpose of the Email Clearly

Immediately explain why you are reaching out. For instance:

• “I am writing to remind you that Invoice #123 for [Service/Product] in the amount of $500 is now due as of [Date].”
• “This is a friendly reminder that your payment for Invoice #123 remains outstanding.”

Tip: Keep this section concise and to the point; avoid unnecessary details that could confuse the client.

Include a Detailed Invoice Summary

Provide a clear breakdown of what is owed:

• Invoice Number: #123
• Service/Product: Plumbing services for September
• Amount Due: $500
• Original Due Date: [Date]

Consider using a table to make the details easy to scan:

This ensures your client knows exactly what they are paying for.

Provide Payment Instructions

Make it simple for the client to pay. Include:

• Accepted payment methods (ACH, credit card, check, online portal)
• Step-by-step instructions if needed
• Links to payment platforms if available

Example: “Payments can be made via ACH transfer or credit card. Click [Payment Link] to pay securely online.”

Set a Polite Deadline and Follow-Up Plan

Mention the payment deadline and outline next steps if payment isn’t received:

• “Please submit payment by [Due Date] to avoid late fees.”
• “If payment has already been sent, please disregard this notice. Otherwise, we will follow up in 3 business days.”

This balances firmness with professionalism.

Close Professionally

End the email with a courteous sign-off:

• “Thank you for your prompt attention to this matter.”
• “We appreciate your business and timely payment.”

Then add your name, position, company, and contact info:

Example:

Best regards,  

[Your Name]  

[Company Name]  

[Email / Phone]  

Proofread Before Sending

Check for:

• Correct invoice number and amount
• Accurate client name and email address
• Proper grammar and punctuation

A professional, error-free email demonstrates credibility and encourages compliance.

Example Payment Request Email

Subject: Invoice #123 Payment Request – Due 09/15/2025

Dear John Smith,

I hope this message finds you well. This is a friendly reminder that Invoice #123 for plumbing services in September, totaling $500, is due on 09/15/2025.

Invoice Details:  

| Invoice #  | Service             | Amount  | Due Date      |  

|----------|---------------|---------|--------------|  

| 123           | Plumbing Sept | $500       | 09/15/2025  |

Please submit payment via ACH transfer or credit card using this secure link: [Payment Link]. If you have already sent payment, please disregard this notice. Otherwise, we will follow up in 3 business days.

Thank you for your prompt attention.

Best regards,  

Jane Doe  

ABC Plumbing  

jane@abcplumbing.com  

(123) 456-7890

Bonus Tip: Use DepositFix to Streamline Payment Requests

With DepositFix, you can automatically generate and send invoice emails with integrated payment options. Clients can pay immediately via credit card or ACH, reducing follow-ups and improving cash flow.