Polite Reminder for Rent Payment (Sample Text Message, Letter & Email)

Nobody likes having to pester people for money, but there are times when pestering is the appropriate action. If you’re a landlord, for example, and you manage one or several paying tenants, there will be times when you need to do a little prompting. Often, a polite reminder message is all that stands between you and a missed payment.

In the majority of cases, delays to rent payments are unintentional or, at the very least, short-lived. Occasionally, some tenants refuse to pay their rent or who get into financial difficulties and struggle to meet their monthly commitments, but these situations are rare. It’s why landlords are encouraged to send polite reminders before taking further action.

It’s as simple as it sounds. Unless there are previous issues between yourself and a late-paying tenant (such as prior or existing arrears), a polite reminder is the best way to approach a delayed rent payment. A friendly reminder is a quick text message, short email, or printed letter reminding the tenant of their commitments and your willingness to pardon the mistake if payment is made promptly.

If this reminder is ignored or payment continues to be delayed, you have the option to communicate in a firmer, more authoritarian way next time. Considering most missed rent payments are due to excusable hiccups such as banking malfunctions, changes to income (starting a new job, delayed wages, etc) or simple forgetfulness, it’s always worth trying the polite approach first.

These reminders are straightforward to write. It should take you no longer than 10 to 15 minutes. Include all the pertinent details, but keep the text message or letter short. Don’t include anything that isn’t relevant to your missed payment. Don’t reference other issues or communications that are ongoing with this same tenant. Stay on topic.

The Important Facts

The key details to be included in your reminder letter are the agreed payment date (outlined in your tenancy agreement), the exact amount of money owed, and the timeframe in which the delayed payment must now be made.

Obviously, you’d prefer the missed rent to be paid immediately – as soon as the letter has been read – but there are various reasons why this might not be possible. It’s important to allow the tenant time to correct their mistake before you pursue further action. In some areas, banking payments take one or two days to be processed and appear in a payee’s account.

For this reason, polite reminders usually grant the tenant 1 to 3 days to make the delayed payment. You can urge them to pay as soon as possible, but including a timeframe demonstrates your willingness to resolve the matter without punishment or disciplinary proceedings. If it comes to that, it shows you’ve been fair and shown your tenant respect.

Acceptable Payment Methods

While not all electronic payments are instant, many are very fast indeed. Highlight electronic transfer as the quickest, easiest way to settle the debt. You can include some payment instructions if you feel they’re necessary, but we can assume the tenant does know how to make the payment.

Make sure to include more than one payment method. Where possible, try to list at least three and include the different types of credit and debit cards accepted.

The Next Step in Debt Recovery

Maintaining a polite tone in your rent reminder letter is essential because, if the missed payment was a genuine mistake, your relationship could continue without unnecessary hostility. This doesn’t mean you don’t deserve to be frustrated with your tenant. Adhering to legally approved forms of escalation will be beneficial for you as the landlord if the payment dispute progresses or is repeated.

So, do include a brief warning about your next step if payment is not made promptly. Maintain your polite tone by hinting at further actions. For instance, you could write something like ‘If payment is made by June 15th, I’ll consider this matter resolved. Please contact me in the future if there’s any reason you cannot pay your rent on the agreed date.’

Polite Reminder for Rent Payment (Word Template)

Rent Reminder Text Message Sample

Formal reminder letters are part of a recognized payment escalation process. They’re not designed to allow tardy tenants to continue accruing debt. In the rare event, your dispute does progress; this letter is proof you’ve treated your tenant reasonably.

It will be difficult for them to claim otherwise in court if the dispute becomes a legal matter. It’s why you should always address these early issues – the first-ever missed a rent payment, in particular – with patience and understanding. Don’t jump straight to anger or accusations because politeness almost always works best.