How to write a mail to customer for overdue payment
Here is a sample email template you can use as a guide when writing to a customer about an overdue payment:
Subject: Overdue Payment Reminder - [Invoice Number]
Dear [Customer Name],
Re: Overdue Payment for [Invoice Number] - [Invoice Date]
I hope this email finds you well. I am writing to bring to your attention that your payment for [Invoice Number] is overdue. As per our agreement, the payment was due on [Due Date]. Unfortunately, we have not received the payment yet.
The outstanding balance is [Outstanding Balance], which includes [list the specific items or services included in the invoice]. We understand that unforeseen circumstances may have caused the delay, and we are willing to work with you to find a solution.
To avoid any further action, we kindly request that you settle the outstanding amount by [New Due Date]. You can make the payment by [list the payment methods available, e.g., bank transfer, credit card, check, etc.].
If you are experiencing any difficulties in making the payment, please do not hesitate to contact us. We are more than happy to discuss possible arrangements or extensions.
Please find the details of the invoice below:
- Invoice Number: [Invoice Number]
- Invoice Date: [Invoice Date]
- Due Date: [Due Date]
- Outstanding Balance: [Outstanding Balance]
If we do not receive the payment by [New Due Date], we will be forced to take further action, which may include [list the consequences of non-payment, e.g., sending the account to a collection agency, reporting to credit bureaus, etc.].
We appreciate your prompt attention to this matter, and we look forward to resolving this issue amicably.
If you have any questions or concerns, please do not hesitate to contact me directly.
Thank you for your cooperation.
Best regards,
[Your Name] [Your Company Name] [Your Contact Information]
Additional Tips:
- Be polite and professional in your tone.
- Clearly state the outstanding balance and the due date.
- Provide a clear call-to-action (e.g., "Please settle the outstanding amount by [New Due Date]").
- Offer alternative payment methods or arrangements if necessary.
- Be firm but not aggressive in your language.
- Keep a record of all correspondence with the customer.
- Consider sending a follow-up email or letter if the customer does not respond or make the payment.
Remember to customize the email to fit your company's specific needs and policies.