You’re frustrated. All those outstanding invoices that have gone unpaid. You’ve sent invoices, called, emailed, and still nada. You know your customers have the money to pay you, they just need that extra nudge. But how do you word that email so it gets their attention and gets you paid, all without damaging the relationship? We feel your pain. That’s why we’ve put together 5 sample accounts receivable email templates for you. Whether it’s the first gentle reminder or the final demand before sending it to collections, we’ve got you covered. These templates are professional yet persuasive. Copy, paste, and tweak them to match your voice and collect on those past-due invoices ASAP.
Introduction to Accounts Receivable Email Templates
Sending professional emails for accounts receivable can boost your cash flow and improve customer relationships. But constantly drafting new messages is time-consuming. That’s where email templates come in handy!
With pre-written templates, you can quickly customize messages for common scenarios like:
- Payment reminders – Politely follow up on overdue invoices. Include key details like the amount owed, due date, and payment options.
- Thank you notes – Show appreciation when customers pay on time. This maintains goodwill.
- Payment confirmations – Verify receipt of payments. Outline the next steps, like issuing a receipt.
- Payment plans – Propose installment schedules for large balances. Explain proposed terms and next steps.
- Collections notices – Formally request payment after multiple reminders. Outline the consequences of further nonpayment.
The right template helps you communicate promptly and professionally. But how do you create effective accounts receivable email templates? Here are 5 tips:
1. Use a consistent structure
Follow a similar layout for all templates – company name/logo, standard greeting, 1-2 paragraph body, call to action, closing signature, etc.
2. Keep language clear and friendly
Avoid jargon. Use a conversational yet businesslike tone.
3. Personalize with key details
Customize each message with the customer’s name, invoice number, amount due, due date, etc.
4. Provide next steps
Close with a call to action, contact info, payment methods, etc. Make it easy for customers to pay.
5.Save templates for reuse
Store finalized templates in a shared drive for your team to access and customize quickly.
With the right email templates, your accounts receivable communication becomes more efficient and effective. Now, let’s look at 5 sample templates you can adapt.
5 Sample Accounts Receivable Email Templates
Collecting outstanding invoices and past-due accounts can be a challenge. Email is an effective way to politely but firmly request payment. Here are 5 sample email templates for accounts receivable follow-up:
1. Initial Payment Reminder
Hi [Customer Name],
I’m following up on invoice #[invoice number], which was generated on [invoice date] for $[invoice amount], which was due on [due date].
Please let me know if you have any questions about this invoice or when I can expect payment. Thank you for your business – we truly appreciate your continued partnership!
Best,
[Your Name]
2. Second Payment Reminder
Dear [Customer Name],
This is a friendly reminder about non-paid invoice #[invoice number], which was generated on [invoice date] for $[invoice amount] and is now [X days] past due.
We have not yet received payment for this outstanding invoice. Please advise if there is an issue with the products/services or the amount due. I’m happy to address any concerns you may have.
Otherwise, please remit payment at your earliest convenience. You can pay online at [payment link] and follow the online payment process to make your payment or mail a check payable to [Company Name].
Thank you for your prompt attention to this matter.
Regards,
[Your Name]
3. Final Notice Before Collections
Hello [Customer Name],
Final Reminder before suspension of services.
Our records indicate that invoice #[invoice number], which was generated on [invoice date] for $[invoice amount], remains unpaid despite multiple reminders. This is now long past the invoice due date.
Please remit payment in full within 5 business days to avoid further collection efforts. You can pay securely online at [payment link] and follow the online payment process to make your payment or mail a check payable to [Company Name] to [address].
If you have any disputes about this invoice, please reply to this email immediately so we can resolve the issue. Otherwise, we will assume you accept the charges as valid.
I appreciate your cooperation in resolving this outstanding payment. Late payments disrupt our business operation whereby, making it difficult for us to continue providing services to clients. Please let me know if you have any other questions.
Thank you,
[Your Name]
4. Payment Plan Offer
Dear [Customer Name],
I understand you are having difficulty paying invoice #[invoice number], which was generated on [invoice date] for $[invoice amount] in full at this time.
As a valued customer, I would like to offer you a payment plan to resolve this past due balance. Please let me know if making [3] monthly payments of $[monthly payment amount] would allow you to pay this invoice in full.
My goal is to find a reasonable solution that works for both of us. Please reply with your thoughts on setting up this payment plan or an alternative suggestion. I’m confident we can resolve this.
I look forward to hearing from you.
Sincerely,
[Your Name]
5. Outstanding Balance Reminder
Hi [Customer Name],
I hope you’ve been well! I wanted to get in touch regarding the remaining balance.
Template #1: Friendly Payment Reminder
Sending polite, friendly reminders is an essential accounts receivable tactic. With this sample template, you gently nudge clients to pay past-due invoices while preserving the relationship.
- Start by thanking them for their business and acknowledging the delay may be an oversight.
- Provide the overdue invoice details like invoice number, invoice date, and amount owed.
- Give clear but casual instructions on how they can pay the invoice, such as:
- “You can easily pay this online through our client portal with a credit card or mail a check payable to XYZ Company at 123 Main Street, Anytown, CA 12345.”
- Offer to send a copy of the invoice if they need it.
- Let them know who to contact if they have any questions or need to discuss payment options. Provide a phone number and email address.
- Close politely and say you look forward to receiving payment at their earliest convenience.
Here is a sample template:
Hi [Client Name],
I hope this email finds you well! I wanted to get in touch regarding invoice #[invoice number] from [invoice date] for $[invoice amount]. I’m sure it simply slipped your mind. Please let me know if you need me to send you another copy of the invoice for your records.
You can easily pay this online through our client portal with a credit card or mail a check payable to XYZ Company at 123 Main Street, Anytown, CA 12345. Just let me know if you need any help with payment. I’m always happy to answer any questions!
Please go ahead and pay this invoice at your earliest convenience. We truly appreciate your business and look forward to our continued work together!
Best Regards,
[Your Name]
[Your Company]
Let me know if you have any other questions! I’m here to help.
Template #2: Stern Payment Reminder
Take a sterner tone with this payment reminder template if your initial attempts have gone unanswered. Your goal is to convey urgency while maintaining a professional tone.
- Start by clearly stating this is a second notice. Express your concern that the invoice remains unpaid.
- Provide the original invoice details like the date sent, the invoice number, and the amount due. List any other unpaid invoices as well.
- Politely remind them of the payment terms on the original invoice – typically net 30 days. Note the invoice is now past due.
- State that you need payment immediately and request they reach out if there are any issues. Offer to discuss payment arrangements if needed.
- Include a firm deadline for payment, such as within 7-10 days. Indicate the next steps if there is no response, like referring the account to collections.
- Thank them for their prompt attention, and attach a copy of the original invoice(s). Provide easy payment options.
- Close with a more neutral tone, expressing hope for a quick resolution and appreciation for their business. Offer contact details for any questions.
Here is a sample stern payment reminder template:
Dear [Name],
This is our second notice regarding your outstanding balance of $[invoice amount] for invoice #[ivnocie number] originally sent on [invoice date]. Unfortunately, this invoice remains unpaid past its due date of [invoice due date].
Per our terms, payment is due within 30 days of invoice. We ask that you submit payment immediately so we can settle this past due invoice. Please reach out right away if there are any issues with the order or invoice so we can resolve them together. We are willing to discuss payment arrangements if needed.
If we do not receive payment within 7 days, we will have no choice but to refer this account to collections. Please get in touch with me as soon as possible to resolve this issue. I have attached another copy of the invoice(s) for your reference. You can easily pay online at [payment link] or call [phone number].
We hope we can resolve this promptly and continue our business relationship. Please let me know if you have any other questions. We appreciate your prompt attention to this matter.
Sincerely,
[Your name]
[Title]
[Company name]
Template #3: Final Notice Before Collections
At this point, you’ve sent a few gentle reminders and still haven’t received payment. Now it’s time to send an email that makes it clear you mean business. This template strikes a balance between being firm yet still cordial.
- State that this is a final notice and that the account will go to collections if payment isn’t received by X date. Be clear about the consequences while still remaining professional.
- Note that multiple reminders have been sent already with no response. This highlights that you have attempted to work with them in good faith.
- Offer options to resolve the situation, such as setting up a payment plan or partial payments. This shows you are willing to compromise within reason.
- Provide contact information and let them know you are available to discuss solutions. Keep communication open.
- Thank them sincerely for their prompt attention to the matter. End on a polite, positive note.
Below is a sample email based on this approach:
Subject: URGENT – Final Notice Regarding Unpaid Invoice #12345
Dear [Customer],
Our records indicate that invoice #12345 for $1,000 remains unpaid despite multiple reminders. I regret that we have not been able to resolve this.
As of today’s date, your account is 60 days past due. Unfortunately, if payment in full is not received by [date 10 days from now], we will have no choice but to send this account to collections. We certainly want to avoid this outcome.
I believe we can work together to find an acceptable solution. Please get in touch with me at your earliest convenience so we can discuss potential payment arrangements that work for both of us. I’m confident we can handle this matter directly without needing third party collections involvement.
In the meantime, any partial payment you can remit would be appreciated. My phone number is 555-123-4567, and my email is john@abccompany.com if you have any questions or want to review options. Thank you in advance for your prompt attention to resolving this unpaid balance. I look forward to hearing from you.
Sincerely,
[Your name]
[Job title]
ABC Company
Template #4: Payment Plan Proposal
When an overdue payment lingers on, your next course of action may be to extend an offer of a payment plan. This shows you are willing to work with the client on resolving the issue.
- Keep the email short and to the point. Get right to proposing a payment plan while politely reminding them of the overdue amount.
- Propose a reasonable payment plan that works for both parties – It may be split into 2 or 3 installments over the next 30-60 days.
- Give a specific date to confirm agreement to the proposed plan. This creates a sense of urgency for them to respond.
- Let them know the next steps if the payment plan is not agreed to by the deadline – this could include referral to a collection agency or legal action.
- Close politely, showing you prefer to resolve this cooperatively and continue your business relationship.
Here is a sample payment plan proposal template:
Dear [Client],
Our records indicate there is an outstanding balance of $[invoice amount] on your account that is now [days] past due.
I understand that sometimes payments can slip through the cracks. To help resolve this, I would like to propose the following payment plan:
[Specify payment schedule, i.e., 2 equal installments of $[amount] to be paid by [dates 30 days apart]]
Please reply and confirm by [date 1 week out] if you agree to this payment plan. If I do not hear from you by then, I will have to turn your account over to our collection agency.
I hope we can resolve this smoothly and continue our business relationship. Please let me know if you have any questions or concerns.
Regards,
[Your name]
[Company name]
Template #5: Thank You for Payment Email
You got paid! Time to show some appreciation to your customer for keeping their end of the bargain and paying their invoice. A thank you email is a great way to build rapport and show that you value their business.
- Keep the email short and sweet. You already have their money, so there is no need for a hard sell. Just sincerely thank them.
- Include their name and the invoice number or amount they paid in the subject line and greeting. Personalize it.
- Thank them specifically for submitting payment or paying the invoice.
- If it was paid on time or early, acknowledge that. Customers love being recognized for following through on commitments.
- Reaffirm the services you provided or products they purchased. Jog their memory of what this payment was for.
- Express your appreciation for their business and that you value them as a customer.
- Offer to help with anything else they might need. Provide your contact info.
- Close with a pleasant valediction like “Best Regards” and your name.
Here’s a sample thank you for payment email template:
Subject: Thank you for paying Invoice #12345, John
Dear John,
Thank you for submitting payment for Invoice #12345 in the amount of $500 for web design services. We truly appreciate and value having you as a customer.
Working with you to design and develop your company’s new website was a pleasure. Please let us know if you need anything else—we’re always happy to help our favorite customers!
Best Regards,
[Your Name]
[Your Company]
Keep it short, simple, and sincere. Acknowledging their payment and expressing your gratitude is enough to build goodwill and customer relationships. Sending thank you emails is one more way to provide an exceptional client experience.
Other tips:
- Send the thank you email right after receiving payment while it’s on the top of your mind. Don’t let it slip through the cracks.
- Ensure to include contact information in your signature if they need to follow up with you.
- If it’s a long-time or very valued customer, consider including a small discount on their next purchase or service as a bonus.
Showing appreciation for on-time payments is a great way to reinforce the desired behavior and strengthen customer relationships.
Best Practices for Accounts Receivable Emails
When sending emails to customers about past due invoices or outstanding balances, it’s important to strike the right tone. You want to remain professional while also clearly communicating that payment is expected. Follow these tips for writing effective, results-driven accounts receivable emails:
Be Polite But Firm
- Open with a courteous greeting like “Dear Valued Customer”. Use their name if you have it.
- Politely state the reason for your email – “Our records indicate there is an outstanding balance on invoice #123 in the amount of $500”.
- Request payment to be made by a specific date. For example, “Please remit payment by June 1st”.
Remind Them of the Terms
- Note payment terms if standard terms were extended. “As a reminder, net 30 terms were provided on this invoice”.
- If needed, explain the consequences of further nonpayment, like account suspension, interest fees, or referral to collections.
Make it Easy to Pay
- Provide payment options like mailing a check, paying online via a link, calling to make a payment, ACH or wire transfer.
- Include your contact information in case they need to reach you.
Use a Courteous Closing
- Close with a pleasant remark like “We value your business and look forward to receiving your payment”.
- Thank them for their prompt attention to the matter.
Follow Up
- If payment is still outstanding after the requested due date, follow up with a phone call.
- Send additional email reminders if needed, continuing to escalate the urgency.
Keeping accounts receivable emails professional yet persistent will help get past due invoices paid promptly. Develop templates that allow personalization with the customer’s name, account details, and amount owed for efficient follow up. With a combination of courtesy and firmness, you can maintain positive customer relationships while collecting unpaid balances.
Accounts Receivable Email Templates FAQs
What are some best practices for accounts receivable email templates?
When crafting accounts receivable email templates, be sure to use a professional but friendly tone. Remain polite yet firm regarding payment expectations. Personalize the template by including the customer’s name, account number, invoice numbers, and amount owed. Use a clear subject line indicating the email’s purpose. Provide easy payment options like online portals, phone numbers, mailing address, etc. Proofread carefully before sending.
How often should I send reminder emails for unpaid invoices?
A good rule of thumb is to send an initial reminder 7 days after the due date, a second notice at 15 days past due, and a final demand email 30 days late. Adjust this timeline as needed based on your payment terms and relationships. Too many reminders could annoy customers, while too few may let invoices fall through the cracks.
What details should I include in the email templates?
Important details are the customer’s name, account number, invoice number(s), amount due, due date, and number of days late. Politely reiterate your payment terms and provide instructions for online payments, phone payments, mailing a check, etc. You may want to note potential next steps, like collections if left unpaid.
Should the tone differ between an initial reminder and a final demand?
Yes, escalate the tone appropriately as time passes. The first reminder should be more of a polite nudge, almost implying it was possibly an oversight. The final demand email can be more urgent and firm about requiring immediate payment. Adjust wording accordingly while remaining professional.
What if I need to customize emails for different customers?
Consider creating email templates you can easily personalize with customer specifics. Maintain a consistent style and tone but tailor details like payment history, contract terms, discounts, etc. Automated systems can help merge custom fields into message templates. Segment customers as needed to customize reminders.
How can I tell if my accounts receivable emails are effective?
Track open and click rates to see if emails are being opened. Monitor the number of days to payment after reminders are sent. Gage customer reactions for signs your messages require adjustment. If needed, consider A/B testing different email content and layouts. The goal is to find the optimal mix of professional tone, clarity, details, calls-to-action, etc., to improve collections.
Conclusion
So there you have it, 5 template options to choose from for accounts receivable emails. Pick the one that aligns best with your company voice and goals. The main thing is to be clear, concise, and professional. And don’t be afraid to follow-up more than once if needed. Just remember to stay friendly and solution-oriented. Sending timely reminders will help you get paid faster. With these templates, you’ll be well on your way to more successful accounts receivable communications.