How to Write an Email to Collect Payment (with Template and Examples)

When you provide goods or services to a client, you do so in good faith. You expect that the client will pay you in full and within the agreed period. You might even be willing to allow them a few days after the due date to process payment. However, if they fail to, you might need to send them a collection email.

In this article, we explore how to write an email to collect payment. This is a formal document sent to a customer or client to request payment for delivered goods or services. It informs the reader that their bill is overdue and urges them to honor their commitment.

Collection emails are often sent in intervals. They tend to vary in tone and urgency, with the fourth and last one carrying a final note. Regardless of the type of collection email you are currently drafting, here all the details you should include in it:

• Nature of Debt – Start by mentioning the invoice number, name of purchased goods or services, and amount due. If you have provided these details in previous emails, make sure to mention they are a reminder.
• Debt Details – Provide the date of the original invoice and mention how many days past due the debt is at the moment. Again, if this is a second or third email, mention what has changed since the previous correspondence.
• Previous Attempts – Mention all your previous attempts to collect the debt. These could include previous letters, emails, and phone calls. You can also mention the times the reader failed to respond.
• Instructions – Provide the reader with payment instructions, including a new deadline.
• Contact Information – Include your email address and phone number and invite the reader to contact you with any questions.
• Warning – Warnings are common in the third and fourth emails. If you have tried to request payment several times before, mention the steps you plan to take if your instructions are ignored. If not, encourage the reader to finalize payments.

Even knowing what to say, it can be difficult to figure out how to say it. Here are some tips to help you get your message across in an email to collect payment:

• Write in a polite but firm tone.
• Always provide details of the purchased goods or services.
• Politely remind the reader of their previous agreement or contract with you.
• Provide the reader with several action steps they can take
• Create a new deadline
• Keep your letter short and to the point.
• Avoid using rude or dismissive language.

Email to Collect Payment (Word Template)

Now that you know how to write an email to collect the payment, you can easily collect overdue checks without the risk of losing customers. Remember to maintain a polite and professional tone. The client might have genuinely forgotten about the outstanding payment.

Make sure to include the invoice and all the details of the debt, including exact dates. If you would like to be reimbursed, note down your account details.

Finally, always include your full name, signature, and address.