Thursday, June 20, 2024

4 Free Cost Reminder Templates to Assist You Get Paid

After I first began freelancing, I wasn’t very strategic with my consumer decisions. I’d usually accomplice with red-flag shoppers (or scammers), which might both lead to very late funds for my enterprise (assume: longer 90 days overdue) or unpaid invoices.

Fortunately, that’s all modified now‌ — ‌I now have nice shoppers who’re a pleasure to work with (and likewise make well timed funds!).

Having stated that, I’m no stranger to the anxieties that include overdue funds. I’ve additionally received to acknowledge that I’m not the anomaly right here‌. As freelancers, we’ve all had shoppers who pay later than we’d like or those that don’t pay in any respect.

As we speak, I’ll share just a few choices you’ll be able to think about for just a few choices you’ll be able to think about for fee reminder messages. I’ve both personally used these templates or have seen different freelancers leverage them. All in all, they’ve a superbly well mannered tone however will nonetheless assist you receives a commission and keep a constructive relationship.

The Writer's Job Newsletter tweet about the pain of late payments as freelancer

A number of templates to contemplate for reminder emails

With out additional ado, listed here are some tried-and-true fee reminder electronic mail templates you’ll be able to steal.

1. A easy and candy reminder electronic mail

This mild reminder electronic mail template is for once you’ve labored with a consumer for a substantial time period and know they normally pay on time however have sadly forgotten to pay you by the mandatory timeframe. Consider a delay of perhaps 2–3 days for this situation.

“Topic: Fast reminder about excellent fee

Hey [Client Name],

Hope issues are going effectively with you!

I wished to drop by and allow you to know that bill no. XYZ remains to be unpaid. I do know issues occur, which is why I’m rapidly sending a reminder message to ping you about the identical.

I’ve reattached the bill to this electronic mail. Please let me know if in case you have any questions or issues about it.

I’d additionally recognize it in case you might drop me a message as soon as the fee has been processed!


[Your Name]”


Alternatively, right here’s one other fee reminder template you’ll be able to think about sending:

Payment reminder email template

(Picture Supply)

Because you’d have already got some credible belief in your consumer (assuming you’ve beforehand labored with them), it pays to be well mannered and never assume the worst‌. Whenever you ship the primary reminder electronic mail, at all times give your shoppers the good thing about the doubt.

2. Specifies dates in your reminder messages

One other technique to construction your reminder emails is so as to add due dates. In most situations, in case you ship your unique bill to your individual of contact, they’re possible forwarding it to the accounting staff with out realizing a lot about when your fee is due (or how late it’s been because you’ve been paid).

If you happen to specify dates straight in your message, it helps them see simply how behind they’re on fee, and so they can internally escalate the matter with the accounting staff that will help you receives a commission.

On that be aware, right here’s one fee reminder template from Kat Boogard that specifies due dates:

“Topic: Cost Reminder

Hey [Name],

I hope you’re doing effectively!

I’m checking in to verify you obtained the bill. Pleasant reminder that fee for that is due on [Date].

Please let me know if in case you have any questions!

All the very best,

[Your Name]”


On this version of the publication, she additionally recommends making a logistical plan for funds with shoppers upfront (e.g., in some situations, shoppers could require you to fill out a direct deposit type or join on a fee portal).

3. Re-mention the phrases of your contract

Within the situation that you simply’re new to working with a consumer, and also you’ve already despatched them a number of fee reminders and have solely heard crickets in return, it could be useful to re-mention the phrases of your contract.

This overdue fee reminder electronic mail might look one thing like this:

“Topic: Cost reminder for bill + Information about fee phrases

Hey [Client],

I’m penning this electronic mail to you to remind you in regards to the pending fee for bill no: [#] that’s due on [date].

Please be aware that, as per the phrases of our contract, if the fee isn’t made by this due date, a late charge of [X]% shall be utilized.

If in case you have any questions, be happy to ship them over!


[Your Name]”


If the difficulty escalates, and also you’ve exhausted all choices to succeed in out to the consumer and get your cash from them, many freelancers have additionally thought-about the choice of enlisting the assistance of a lawyer and serving shoppers a discover.

I haven’t gone via this course of myself, however from many of the tales I’ve heard, most shoppers, even those who haven’t responded in eons and virtually ghosted you, nonetheless find yourself paying the cash at this stage.

Lest they don’t reply at this stage, my freelancing associates inform me the subsequent step of the method is to go to an precise small claims court docket.

Tweet from Brookin Nash about going to small claims court

Picture Supply

4. Attain out to totally different of us at totally different positions

It could additionally occur that your late fee is probably not the fault of your consumer or your individual of contact. It might be a simple mistake, like your level of contact leaving the group and your bill getting misplaced throughout the cracks.

For such conditions, you possibly can remind the brand new level of contact in regards to the overdue bill. Or you’ll be able to shoot an electronic mail to totally different of us from the identical group.

Often, this individual would both be the CEO, proprietor, or somebody from the accounting staff‌ — ‌no matter contact you will get. LinkedIn or a instrument like Hunter is an effective way to search out the right contact info.

On that be aware, right here’s how one can construction this electronic mail:

“Topic: Overdue bill at [Name of Client Company]

Hello [Name],

My title is [Name], and I’m writing to you as a result of I’ve an impressive bill with [name of organization] and thought you’d be the proper individual to contact.

As you would possibly know, my level of contact, [Name], has left the group, and I feel my bill has slipped via the cracks as a consequence of their departure.

As a result of similar, I’ve hooked up my bill to this electronic mail. You can even contact [name of point of contact] to reconfirm all particulars.

Please let me know if in case you have any questions!


[Your Name]”


You can even copy and tweak this template even when your level of contact hasn’t left the corporate and as an alternative has simply ghosted you—-it’s a sadder actuality, but it surely occurs.

A number of greatest practices from one freelancer to a different

Now that you’ve just a few templates you’ll be able to strive, let’s cowl just a few greatest practices to remember when sending these emails to get you paid quicker.

  • Contemplate automating the whole fee course of so that you don’t have to take a seat and monitor every fee and ship reminders. You need to use cash tracker apps for this use case, and plenty of of them will ship reminder emails in your behalf. Your fee particulars are already locked and loaded.
  • At all times create a contract‌ — ‌in the long term, that is one thing that’ll assist each events. As a freelancer, you’ll be able to point out fee phrases (like net-X days, late fee charges, scope of labor and fee for every deliverable, and so on.).
  • If you happen to can, attempt to ship your invoices on the final enterprise day versus the final day of the month (that is one thing I realized from Stefan Palios).

Tweet from Stefan Palios on freelancing

Picture Supply

  • At all times point out the fee due date in your invoices. Why? If you happen to’re working with a big group that hires a number of freelancers, all of them would possible have totally different fee phrases. If you happen to don’t specify your fee due date, the accounting staff would possibly pay you in line with their pay cycle.
  • Make it tremendous simple on your shoppers to pay you. Many freelancing associates I do know join totally different fee portals (like Payoneer and Sensible) that permit shoppers to course of funds via credit score/debit playing cards or different fee strategies.

[Side Note: As a freelancer who lives in a different country than most of my clients, I can personally vouch for this tip. This is mainly because direct bank transfers from one country to another can cost a pretty penny in transaction fees, but payment platforms have a considerably lower fee.]

  • If you happen to can, at all times get some upfront charge in order that even in case you don’t make any cash on the venture, you don’t lose out on a lot. For reference, many of the freelancers I’ve spoken to cost a 100% upfront charge for smaller initiatives and a 20–50% upfront charge for bigger initiatives.

It’s additionally worthwhile to say that upfront charges are primarily essential once you’ve solely simply began working with the consumer‌ — ‌most long-term retainer shoppers won’t require an upfront charge because the belief has already been established.

  • Attempt to have just a few extra fee templates available (e.g., thanks notes for funds‌ — ‌on that be aware, you’ll be able to copy just a few templates from right here).
  • When unsure, you’ll be able to at all times think about authorized motion for severely overdue funds (and lack of response). Ship one last electronic mail reminder with the bill fee particulars and any missed fee deadlines. Preserve an expert tone.

Develop your freelancing enterprise with Millo

As a result of freelancing is a occupation that requires most of us to work in our personal bubble from dwelling, it additionally creates some discrepancies about essential matters like cash, consumer administration, work alternatives, creativity, and extra.

However one factor I’ve seen about freelancing is that it’s a genuinely useful group‌. You possibly can:

  • Develop your enterprise via on-line sources which have expert-led recommendation.
  • Discover solutions to your burning questions on platforms like X and LinkedIn.
  • Share your tales on locations like Superpath.
  • Attain out to a fellow freelancer for suggestions.

One useful resource that I’ve personally loved prior to now few months is the Millo publication, and right here’s why:

  • It doesn’t take a lot time out of your day-to-day routine to learn (I’d virtually be doing a disservice to my enterprise if I didn’t want a free, 5-minute electronic mail each week).
  • It covers all the mandatory matters (i.e., shoppers, cash, development, productiveness, legality, creativity, and so on).
  • It additionally sources its insights from precise freelancers, so you realize their cash is the place their mouth is.

On that be aware, in case you’d wish to entry this useful resource, right here’s the place you’ll be able to join!

Preserve the dialog going…

Over 10,000 of us are having each day conversations over in our free Fb group and we would like to see you there. Be part of us!

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