Collecting payment is arguably the sweetest part of any project. However, it may be problematic to receive your hard-earned pay from some customers. In this article, let’s deep dive into the art of email writing. Read on to prepare yourself for email conversations with that one customer and how to collect payments politely and seamlessly.  

Foreword: sometimes it is all in your head 

To the most anxious among us, it may seem that a day’s long wait after the due date has passed is an evil omen. While it is definitely alarming that the payment has not been made on time, it may not be the end of the world. 

• Your customer may have forgotten to pay. Yes, startups and companies alike get overwhelmed with work and contractors. It may happen that your payment request just misses the attention it needs because there are many other things to do. But all it takes is a quick push on email! 
• Your customer may have encountered trouble finding a way to pay you. Currency conversion, tax, banking requirements… there are many unseen obstacles that your customer may not be aware of, especially if you and them are away from each other. Showing initiative and coming forward with multiple payment options to accommodate your client’s needs is a caring and professional gesture. 

What’s a payment request email? 

You must have already written multiple payment request emails. Any time you knock on someone’s inbox and wave your invoice before them, that’s a payment request email. This correspondence concerns a very delicate matter, so being harsh or aggressive is not welcome. A clearly structured letter that puts your idea forward is instrumental in fetching that sum from your client. 

EasyStaff Tip. It is painful to realize you have worked for nothing. To avoid such adverse situations, make sure that, when sending work for approval, only half of all your work is provided. No matter how much you send, it should be heavily copyrighted materials. For example, watermark your name in every item you send. 

Your guide on writing effective payment request emails 

So how do you approach a payment request email so it gets your message across and brings a meaningful reply and a paycheck from your client? We’ve outlined sample email drafts that you can integrate into your communication with clients.

Subject Line: Straight to the point

In a payment request email, humor should not be the main theme.It needs to deliver the message: my invoice is overdue and needs payment.Something clear and short like ‘Payment Request for […]’ or ‘Invoice Overdue – Your Name’ helps direct the reader’s attention straight to your message.

Salutation: Set the tone

It’s important to sound formal here and stick to the traditional ‘Dear’ or ‘Hi’ preceding the name of the recipient. If you go with the name alone, you might sound hostile or even rude, which is not the most suitable of tones to use for a payment request email. 

Paragraph 1: Key details  

This part of your email is a quick reminder of the payment due. It’s okay to focus on what’s important here: the amount due, the deadline and services performed. Adding a traditional ‘Hope you’re doing well’ is a must, too.  

EasyStaff Tip. Essentially, the reader only sees and remembers the first and the last parts of your email. It is okay to place the essence of your email up front so the reader doesn’t have to skim through and your idea is seen right away. 

Paragraph 2: Context

The second paragraph is the right place to list the payment methods you work with. You can also briefly describe the consequences an overdue invoice may have for your client. However, you want to stay easy-going and not become aggressive with your promises of vendetta. 

Paragraph 3: Conclusion 

The section ends your email. Saying the words of appreciation to your client for their attention and time is always a high note to end on. Because the letter is short, there is no need to repeat the details from Paragraph 1. 

EasyStaff Tip. Whether it’s a seriously overdue invoice or a sweet friendly reminder, the key thing is to remain polite. You never know how your email may be (knowingly or unknowingly) interpreted. 

Payment request email samples & templates

Having a template is always a good idea. Save the samples below to stay on top of your invoicing and bookkeeping and communicate professionally.

Payment request email: Overdue invoice 

Subject: Payment Reminder for Overdue Invoice [#Invoice Number]

Dear [Client’s Name],

I hope this email finds you well. I am writing to remind you that the payment for invoice [#Invoice Number], originally due on [Due Date], remains unpaid. The total amount due is [Amount]. I understand that oversights happen, and I would greatly appreciate your prompt attention to this matter.

For your convenience, I accept various payment methods, including bank transfer, credit card, and PayPal. I’d love to make the process as smooth as possible. Feel free to let me know if you require any specific payment information or if there’s an alternative method that works best for you.

Thank you for your attention to this matter, and I look forward to hearing from you.

Best regards…

Payment request email: Services Beyond The Original Work Load 

Subject: Payment Request for Additional Services Rendered

Dear [Client’s Name],

I hope this message finds you well. I am writing to request payment for the additional services I provided on [Date / Project name], which were outside of the scope of the initial agreement. These additional services included [describe additional work], and I believe they have added significant value to your project.

You will find attached to this email an invoice detailing the services provided and the total amount due, which is [amount]. Please note that I accept multiple payment methods, including bank transfer, PayPal, or credit card. If you require specific payment details or assistance in this regard, feel free to reach out, and I will be happy to provide the necessary information.

Thank you for your attention to this matter. I’ll greatly appreciate your fast reply, and I look forward to continuing our partnership. 

Best regards…

Payment Request Email: Completion Bonus 

Subject: Request for Completion Bonus Payment

Dear [Client’s Name],

I hope this message finds you well. I am writing to formally request the payment of my completion bonus following the successful execution of [Project/Task Name] on [Completion Date]. The completion of this project has helped me grow professionally, and I appreciate the opportunities it gave me.

Regarding the payment methods, I am happy to receive the bonus via [Bank Transfer, PayPal, Check, etc.], whichever is most convenient for you. Please let me know if you require any additional documentation or details from my side to facilitate this process.

Thank you for your attention to this matter.

Best regards…

EasyStaff Tip. Your signature should look professional. We recommend creating a proper footer to your emails and walk away from simple ‘Best, John’. A quality signature helps clients associate your name with your services and field of work. 

Payment Request Email: Consultancy Services 

Subject: Payment Request for Consultancy Services Rendered

Dear [Client’s Name],

I hope this message finds you well. I am writing to remind you about the payment for the consultancy services I provided to [Company or project name] during the period of [start-end date]. As previously discussed, I believe my services have brought significant value to your organization, and I appreciate the opportunity to work together on [specific project or area of consultancy].

The total amount due for the consultancy services is [amount], which includes [brief description of services]. Please see the invoice I have attached detailing the services rendered and the corresponding charges. Please review it at your earliest convenience.

For your ease of payment, I accept several methods including bank transfer, PayPal, and credit card payments. Should you require any additional information or clarification on the invoice or payment methods, please do not hesitate to reach out. Thank you for your attention to this matter, and I look forward to your prompt response.

Best regards…

Payment Request email: Project Upgrades

Dear [Recipient’s Name],

I hope this message finds you well. I am writing to formally request payment for the recent upgrades completed for [company or project name]. As previously discussed, the changes have been finalized and are now ready for your review. These upgrades are designed to improve performance and functionality to make the project meet your expectations and requirements.

For your convenience, multiple payment methods work for me. You can choose to pay via bank transfer, credit card, or through an online payment platform such as PayPal. Please find the payment details outlined below:  

– Bank Transfer: [banking details]  

– PayPal: [PayPal link or email]

Thank you for your attention to this matter. Please let me know if there are any questions or if you need any additional information regarding the payment process. I appreciate your prompt reply and look forward to continuing our collaboration on this project.

Best regards…

EasyStaff Tip. You don’t have to write every email from scratch. At times, you may be at a loss for words or your situation has not yet been given a template. In that case, you can turn to AI for help! It’s okay to ask and use an AI-generated sample as long as you further edit it with your relevant details. To receive an adequate template, you need to feed AI a proper prompt.

Payment Request Email. FAQ

Is it even okay to send payment request emails? 

Clients can be very different. Where some stick to the deadline you have indicated at the beginning of the project, others (inadvertently at times) miss payment due dates and force you, the freelancer, to follow them around asking for the promised pay. One way or another, you want to remain polite and friendly, so your emails, whomever they are sent to, hit the bull’s eye. 

When do I send a payment request email? 

There is no particular schedule to keep in mind. Some freelancers choose to only talk about payment once, when the contract is signed, and others send a heads-up email ahead of time and a couple more in case there is no immediate response. We suggest sending a friendly reminder two or three days ahead of when the payment is due. 

What do I do if my client doesn’t respond to my payment request email? 

The situation can be interpreted in two ways. On the one hand, it may be that your client simply can’t pay yet. They don’t have the money yet, or the payment method they thought they’d use is unavailable. On the other hand, and that is a scenario you want to avoid, the client simply ghosts freelancers having received at least some part of the project they wanted. 

Are there any alternatives to payment request emails? 

Email is a more official way of communicating in business. You can also consider a phone call or a text message via a messenger. These are viable options to get in touch with a client who may simply be overwhelmed with work and other emails. 

What do I do if the client refuses to pay or argues the payment request is unjust? 

By all means, before you reach out with a payment request, you want to have a second look at the details and the request you are about to send. If all is correct but the client disputes the payment requested, be sure to respond promptly and provide evidence of work performed. Some clients may try testing you and paying less than necessary – you will have to bump heads with them, then, and be persuasive and somewhat stubborn with your proofs. 

How do I avoid sending payment request emails? 

Working with a client remotely is always a bit of a risk, just like everything in life. You can bring in some extra security by requesting an upfront payment or inviting a third party to your project. 

Partial or full upfront payment is a good way to secure that your work will be paid for at least to some extent. Requesting a 100% down payment is appropriate for ‘big’ freelancers with thousands of reviews and a decent visibility online. If you are only starting your freelance path, you may consider requesting a 20-40% deposit. Your rationale is clear, and most clients tend to agree on this condition. If a client is aggressively against this measure, you may interpret it as a red flag and safely move on. 

A third party means you bring in a new member to this project. One example is a freelance marketplace. By having this middle ground between you and the client, you invite an independent partner to oversee the project. For example, in EasyBusy, the new freelance marketplace by EasyStaff, freelancers and clients can request help, and a Customer support manager will join the project to resolve a dispute.. 

What if you don’t want to go to a marketplace, ask your client to create a task that you can apply for?.. The solution is to recommend to your client the freelancer management platform EasyStaff. 

• Сlients gain immediate access to a streamlined payment solution when you propose EasyStaff. This proactively addresses any concerns they might have about hiring a freelancer, especially if you are from overseas. By offering a complete payment service upfront, projects can begin sooner, minimizing administrative overhead for both you and the client.
• One advantage of EasyStaff is guaranteed regulatory compliance. EasyStaff ensures adherence to all relevant tax and labor laws, both in the client’s jurisdiction and the contractor’s location. As the company interacts with a single B2B partner domestically instead of numerous international contractors, they significantly reduce the risk of non-compliance associated with overseas payments.
• Delegating complex international money transfers frees up valuable time for business owners to concentrate on core strategic activities. Eliminating the need to find a payment solution agreeable to everyone involved saves substantial time, resources, and effort.

Ready to streamline your payment requests and create a smoother onboarding experience for your clients? By recommending EasyStaff, you’re not just asking for payment – you’re offering a complete, ready-made solution that simplifies international transfers, ensures compliance with tax regulations, and frees up valuable time for everyone involved. It’s a win-win situation: you get paid quickly and easily, and your client avoids the hassle and risks associated with managing multiple international contractors. Make your next collaboration a success from the start – suggest EasyStaff.

Conclusion 

• Requesting payment can be a tricky and highly sensitive matter. However, writing such emails is a necessary skill for anyone entering the world of freelance. 
• The secret of effective email communication about payments is in staying polite and friendly. Your email should sound like a request and not a command or a rebuke. 
• One reason clients sometimes delay payments is a perceived difficulty of the task. Finding a payment solution that works for all may seem easy at first, but as your client digs into aspects, such as tax, they may want to review payment options. Additionally, sometimes there are just too many freelancers to take care of, so they downright forget and delay payments. 
• How to help your client avoid risky international transactions and make payroll seamless? Using EasyStaff significantly reduces time spent on payment management for your client and makes payments fast and seamless.