How to Ask for a Payment Politely & Professionally [Samples]

As a business owner, tracking down payments can be difficult. It’s probably the part of the job you like the least.

But, if you don’t get paid, your business won’t succeed. And, if you get paid late, it’s hard to plan big purchases, launch marketing campaigns, and make investments to grow your business.

That’s why we’ve gathered these tips to help you politely and professionally ask clients for payments. We’ve also included several templates for reaching out to customers. Let’s get started.

How to Ask a Client for Payment Politely

1. Reach out one day after a missed payment.
2. Use call and email reminders.
3. Include the amount, date, and other relevant info.
4. Tell them how to make the payment.
5. Come up with a payment plan.
6. Explain any late fees.
7. Stop working with them.
8. Use a debt collection agency as a last resort.

1. Reach out one day after a missed payment.

The first step is contacting the client immediately after a missed payment. Remind them that a payment is due, attach the invoice or bill, and explain how to complete it.

Sometimes, people forget or don’t know how to pay; this first message will address those concerns. I recommend reaching out via email or calling them if you have the time.

Here’s an example for an HVAC company:

2. Use call and email reminders.

The best way to avoid late payments is to send reminders before the deadline. I recommend sending emails and texts a week before payment is due. After the deadline, you should email and call your clients regularly.

Here’s a simple flow chart that can help:

Email or text reminders should go out:

• When an invoice is created
• Two weeks before an invoice is due
• A week before an invoice is due
• Three days before an invoice is due
• The due date
• A day after the deadline
• Every few days until payment is made

You should call and talk to your client:

• The day after a missed payment
• A week after the missed payment
• Once every few days until payment is complete

Some invoicing software automatically sends follow-up emails. You write each email once, and the software automatically messages your customers based on the times you set.

Besides automated reminders, your best bet is to talk directly with clients. Call them after a missed payment, remind them their payment is due, and ask how you can help. Establishing that connection will ensure you get paid.

3. Include the amount, due date, and other relevant information.

Your payment reminder should include the amount the customer owes, when it’s due, and any other information relevant to your invoice. You might also include an account name, billing date, and invoice number to provide additional context to your customer.

Including a disclaimer at the end of the message is also good practice. If your messages are automated, customers might pay you before they see your email or text. It’s good to include the following disclaimer to avoid miscommunication and confusion.

“If you have already completed this payment, please disregard this message.”

4. Tell them how to make the payment.

Whether via email, text, or call, it’s important to tell your customers how they should pay you when asking for a payment. Walk them through the steps to complete their payment, and offer to answer any questions they have.

Here’s an example from my electric company, reminding me about an upcoming payment:

Notice how it directs me to their website and links to their customer support page. I know exactly what I need to do to complete this payment.

5. Be willing to work with them on a payment plan.

When a customer can’t make a payment, one option is to send the bill to a debt collection agency. While you might get paid faster, it costs money to hire these services, and they can hurt your relationship with clients.

You may want to consider alternative options to increase your chances of getting paid. One option is a payment plan. Rather than paying all at once, customers pay you in increments until their bill is paid. That helps you get paid faster without harming relationships with loyal customers.

6. Explain any late fees.

Some businesses charge late fees to encourage customers to pay on time. If you do this, be sure to explain any fees that you’ve added to their payment. Customers might be surprised to see an additional charge and will reach out with questions and concerns.

If you add late fees, consider including your contract or terms of service in your follow-up email. This will provide additional context and answer questions that customers might have. At the least, it shows you aren’t making up these charges and that the customer agreed to these terms.

7. Stop working with them.

If a client hasn’t made a payment or isn’t willing to discuss a payment plan, it’s time to stop working with them until they do. If you stop working on a project, that will motivate them to complete their payments.

Keep in mind that this will negatively affect customer relationships. I would avoid doing it with a loyal customer, but at some point, if they don’t pay you, they’re not really a customer anymore, are they? It’s better to cut your losses before finishing a free project.

8. Use a debt collection agency as a last resort.

Debt collection agencies should be a last resort. While they help you settle unpaid debts, they also charge a service fee and may use collection tactics that upset your customers. It’s better to handle things yourself, if possible, but there are some cases where hiring a debt collector is necessary.

I recommend waiting about three months after a missed payment before contacting a debt collection agency. When hiring, pick an agency familiar with your industry and ask about their debt collection practices. You should also ensure they’re insured because your business can be held liable if they take illegal actions to collect a debt.

Another option is to settle the debt in small claims court. Again, this can be costly and time-consuming, so it’s better to handle things outside the courtroom, if possible. I would recommend only taking legal action if the payment is worth it.

With the basics covered, now let’s look at some templates you can use to follow up on late payments.

How to Write a Polite Email Asking for Payment [Templates]

Below, we have written some templates to help you politely request payment from a client or friend you’ve done business with.

One Week Before Payment:

Here is a reminder email you can send customers one week before payment is due. These messages are usually the most effective way to get paid on time.

This message can be sent on the day that your payment is due. Be sure to highlight the due date in the email to create a sense of urgency for customers.

One Day After a Missed Payment:

Here’s a friendly message you can send one day after a missed payment. It provides information like how much is due and how to complete the payment.

One Week After a Missed Payment:

This template is for payments that are a week overdue. Notice how we maintain a professional and supportive tone despite our continued attempts to make contact. We also mentioned that late fees were added and included steps the customer can take if they can’t complete their payment.

More Than One Week After a Missed Payment:

At this point, the customer is either ignoring your messages or hasn’t seen them. Here’s one last message you can send before taking alternative actions to collect their debt.

How to Politely Ask for Payment From a Friend

Asking for a missed payment is difficult regardless of the client, but the task becomes more convoluted if the customer is a friend or someone you know personally. As a small business owner, some of your most loyal customers are likely your friends or family who aren’t always rushing to pay you back. While you appreciate their support, your business runs on revenue – not the approval of your loved ones.

I recommend using the templates above because keeping things professional will clear the lines between business and friendship. If your friends really want to support your business, they need to understand how important cash flow is to your company’s success. Their late payments hurt your business as much as any other customer.

Get Paid On Time

Getting paid on time doesn’t need to be like pulling teeth. When you use payment software, you can automatically send customers reminders before and after a payment is due. Plus, payment software increases the number of payment methods you can accept and makes it easier for customers to pay you quickly.

Lean into these methods and be open to new solutions that get you paid faster. That way, you can get back to running your business instead of tracking down debts.