Sending a letter is customary in any business where you need to send sample payment details and reminders to clients. Some industries resort to phone calls, which can often irritate more than compel, and often they go unheeded or unanswered. Sending physical letters through snail mail is still in use by many lending and financial institutions today for its reasonable security values, but this is not as effective as one would hope. To quickly reach a client who owes you money (yesterday), one of your better options is to have a good late-payment reminder e-mail template handy in your drafts folder.
This can be an easier task than you might think. To make it even easier, consider this list of “pending payment” letters you can dash off through e-mail. Download any of them, edit them in your computer, and hit Send.
Friendly E-mail Payment Reminder
Gentle Payment Reminder Email
Overdue Payment Reminder E-mail
Polite First Payment Reminder E-mail
How to Send Effective E-mail Reminders
Have you ever crafted an eye-catching PSD Email for your client base that received an overwhelmingly positive response, only to later send a late-payment notice also through e-mail and get nothing but silence?
When you try to follow up with other methods (phone calls, printed letters, house calls), the client might even say they never got the e-mail.
- Whether you are client or service provider, it is also a good follow-up practice to send a Confirmation E-mail, affirming that you have received the payment reminder (if you are the client) or that you have received the client’s payment (if you are the provider).
Sometimes it is not about the means of communication but the way you compose the correspondence. It is not what tool you use to say it, but how you say it.
- Consider the Polite First Payment Reminder E-mail. Our bet is that you will get a good response if you use this approach.
If things start looking dire, it is crucial that you retain your professional demeanor. When worse comes to worst, you want to make sure you come out looking like the professional in the transaction.
- See Final Payment Reminder E-mail for a composed and comprehensive approach to a more serious situation of nonpayment.
Also, always make sure that you provide all the necessary information so that the client can be reminded of the full situation at a glance and be able to more easily comply with the demand.
- See Friendly E-mail Payment Reminder for a winning format for prompt client response.
Remember that timely and judicious communication is your main tool in making sure your operations run smoothly. Use these templates to help you achieve that effect.
Balance Payment Reminder E-mail
Final Payment Reminder E-mail
Second Payment Reminder E-mail Sample
Other Ways to Use Your Client’s E-mail
Remember that when your clients entrust your company with their e-mail address, they will not be very welcoming to spam, information leaks, and other broaches of conduct. You want to make sure that you are fully respectful and conscientious with this information.
That said, if you are forthright about using given e-mail addresses as part of an exclusive client e-mail list—and they agree to give you their address anyway—you can then use this list to send promotional material, special offers, and surveys and other customer feedback forms.
E-mail Marketing is a trend these days for a reason; make sure you are not left behind. Use this technological blessing to its fullest.