Writing a Polite Request for Payment Letter [Free Sample] - Request Letters (2023)

Last updated on January 16, 2023 / By andre bradley / Request Letters

Learn More

  • Frequently Asked Questions (FAQ's)
  • Sample Polite Request for Payment Letters (Free)
  • Tenants Stopped Paying Rent - My Response
  • Simple Request Letter For Payment

Many service-based businesses find it challenging to receive payments on-time. If a customer doesn’t readily respond to the first request for payment letter you send them, you’ll need to submit another polite request for payment letter.

In most cases, asimple reminderis all that’s necessary, but sometimes, you may have to be more assertive.

Here are a few aspects to consider as you begin to write your polite request for payment letter:

Writing a Polite Request for Payment Letter [Free Sample] - Request Letters (1)

(Video) English Made Easy: Letter Writing: Letter of Request

1. Provide Specific Details

Your request letter should include either an invoice or the details outlining your services rendered along with the amount due.

If you clearly outline your services, you’ll have a greater chance of getting paid since the client can see the benefit they received in return for paying you.

For instance, an attorney needs to highlight the specific tasks they performed, the time it took to do those tasks, and the rate or agreed-to price.

2. Give The Customer An Easy Out

It’s very tempting to send a harshly-worded payment request when you haven’t received your money yet.

However, sometimes people really do forget about a number of things, including a bill. Give your customer an easy out instead of verbally attacking them.

For example, you can start your letter by saying something like, “I understand you have a very busy schedule, and it’s not uncommon to misplace a bill under a pile of other mail, or even get lost.”

This will assure the customer that you’re willing to give them the benefit of the doubt and you’re a professional who values their business.

3. Stop Providing Services

Unfortunately, if a customer has failed to pay their bill over a considerable length of time, it may be a red flag that they don’t intend to pay at all.

In such a case, it’s in your best interest to stop providing your services until you get paid.

You need to convey this to your customer in a non-confrontational, professional manner. Be polite, but direct. You could say something along the lines, “I am eager to help you finish your home decorating project and have enjoyed working with you.

However, until I receive a payment, I won’t be able to keep working on your project any longer.

Learn More

  • Frequently Asked Questions (FAQ's)
  • Sample Polite Request for Payment Letters (Free)
  • Tenants Stopped Paying Rent - My Response
  • Simple Request Letter For Payment

4. Sometimes Tact Works Better Than Force To Get Paid

Perhaps your customer is experiencing dire financial troubles and literally can’t pay you. There are a number of other life circumstances that could be holding up your payment as well, such as a medical emergency, a sudden death in the family, or a job loss.

The best approach is to just contact your customer so you know exactly what’s going on. If they are in a situation where they are unable to provide you the full payment, consider reducing the amount, at least to cover your own expenses.

(Video) How to Make Formal Requests in English - English Letter Writing Examples

5. Send Your Customer A Payment Request Letter

When all else fails, send your customer a letter to let them know where they stand. It should include a clear deadline to receive payment.

For example, “Please contact me if you have any concerns or questions. However, I’ll expect a payment by the 20th if I don’t hear from you.”

Your letter should be direct and straightforward in nature and should mention the original contract along with a firm deadline for payment.

Also, point out the specific action you intend to take if you do not receive any payment at all.

For instance, “I hope I can continue to keep working on this project with you, but if do not receive a payment by the 20th, I’ll have no other option but to notify the major credit bureaus along with the BBB that you have an outstanding balance.”

Here is a well-written sample polite request letter for payment. Be sure to clearly state your intention and terms, write it in a professional manner, and make copies.

Your letter needs to include the amount owed, the services rendered, the number of days the bill is past due, and any future action you may take in order to remedy the situation if they don’t pay.

Writing a Polite Request for Payment Letter [Free Sample] - Request Letters (2)

Sample 1 – polite request for Payment Letter

Madison McCarthy
McCarthy Designs
444 Sunset Drive
Galena, TX 67345

DATE

John Clemens
3478 West Street
Galena, TX 67345

Dear Mr. John Clemens,

(Video) Payment Request Letter

I know you’re a very busy man, and sometimes bills can easily get misplaced. However, my records show that you still have an outstanding balance on your account in the amount of $575.00 with a past due date of [DATE]. I have enclosed a copy of the invoice.

If you have already submitted this payment, please accept my sincere apologies. Otherwise, please send the full amount based on our written agreement or I will begin charging a 3 percent interest charge for the amount still outstanding after 60 days.

Thank you for your prompt response to this matter. Also, I value you as a customer and hope to continue doing business with you in the future.

Sincerely,

Signature
Madison McCarthy
McCarthy Designs

Sample 2 – Polite Request For Payment Letter

John Smith
Smith Catering Services
2100 West Boulevard
Newport, Maryland 73647

DATE

RE: First Request for Late Payment

Dear Sally Johnson,

This is a payment reminder letter to formally inform you that your payment of $167.44 is now past due. The full payment of $167.44 was due on September 1, 2014 for account number 764839333.

Please submit the amount due including your account number by return mail. I have enclosed a copy of your invoice that was submitted to you as well as the total due highlighted. Also, I have enclosed an addressed, stamped envelope for your convenience.

Kindly disregard this reminder letter if you’ve already submitted your payment by credit card or mail. If you’ve not yet made your payment, however, please do so without delay.

Thank you for your quick response to this matter. You are a valued customer and we appreciate your business.

Sincerely,

(sign your name here)

John Smith
Smith Catering Services
(list of enclosures)

Sample 3 – Polite Request For Payment Letter

Name of Sender
Name of Company or Business
Address of Business
City, State, Zip Code

DATE

Name of Person who owes payment
Address or Person who owes payment
City, State, Zip Code

(Video) How To Write A Meeting Request & Follow-Up - Business English Emails

Re: Final reminder for late payment.

Dear Name of Person who owes payment

Outstanding account: $5,000
Charges for late payment: $50
Charges of interest: $500
Outstanding due: $5550

Kindly reference the letters I sent to you dated DATE and DATE requesting that you pay the amount owed on account number NUMBER.

This payment is overdue for two months. Because of the delay in payment, we have no choice but to charge you a late fee and interest payments making the total owed $5550.

If we do not receive payment in full including fees and interest by the end of this month, we will regrettably have to ask our debt recovery agency for help.

If the debt recovery agency fails to recover the amount in full, we will be forced to cancel your account.

Please regard this matter with the utmost urgency and make the payment to settle the account.

If the payment has already been sent, please disregard this letter.

Sincerely,
Signature of Sender
List of enclosures

Frequently Asked Questions (FAQ's)

1. What should be included in a polite request for payment letter?

Answer: A polite request for payment letter should include the details of the outstanding debt, a reminder of the original agreement, the consequences of non-payment, and a clear call to action for the recipient to make the payment.

2. How can I make a polite request for payment without sounding aggressive?

Answer: To make a polite request for payment without sounding aggressive, use a friendly and professional tone, avoid using harsh or threatening language, and provide a clear and easy way for the recipient to make the payment.

3. What is the best way to follow up on a polite request for payment letter?

Answer: The best way to follow up on a polite request for payment letter is to send a polite reminder email or call, and to provide a clear deadline for payment.

4. How long should I wait before sending a follow-up request for payment?

Answer: The time frame for sending a follow-up request for payment depends on the terms of the original agreement and the payment schedule. It is generally appropriate to wait at least a week or two before sending a follow-up request.

(Video) How to Write a Sponsorship Letter That Actually Works: 7 Things to Include in Every Letter

Interesting Finds

  1. Write A Payment Reminder
  2. How To Win A Small Claims Court Lawsuit
  3. Payment Request Letter [Samples]
  4. How To Find An Attorney To Help For Free
  5. Writing a Debt Negotiation Letter [Free Sample]

FAQs

How do you write a politely request letter? ›

How do you write a formal letter of request?
  1. Include contact details and the date. ...
  2. Open with a professional greeting. ...
  3. State your purpose for writing. ...
  4. Summarise your reason for writing. ...
  5. Explain your request in more detail. ...
  6. Conclude with thanks and a call to action. ...
  7. Close your letter. ...
  8. Note any enclosures.
Aug 16, 2021

How do you ask for payment professionally with templates and examples? ›

Dear {first name} and team, Please find a copy of your invoice {Invoice number} due {due date} attached for the amount of {amount due}. Please remit payment at your earliest convenience prior to the due date. If you need additional information on making r payments please let me know.

How do I write a letter of demanding money owed? ›

Frequently Asked Questions (FAQ)
  1. Type your letter. ...
  2. Concisely review the main facts. ...
  3. Be polite. ...
  4. Write with your goal in mind. ...
  5. Ask for exactly what you want. ...
  6. Set a deadline. ...
  7. End the letter by stating you will promptly pursue legal remedies if the other party does not meet your demand.
  8. Make and keep copies.

How do you ask someone to pay something nicely? ›

The most polite way to ask for payment is an invoice email as a gentle reminder. Businesses get these regularly, and accept them as part of life. Send a simple payment request email and follow it up with another one if payment is not made for the late invoice. Always remain polite in your communication.

What is the professional way to ask for payment? ›

How to ask someone to pay you for work
  1. Avoid letting too much time pass from the payment due date. ...
  2. Set up an emailing schedule. ...
  3. Send polite reminders before the due date. ...
  4. Send a polite but direct email on the due date. ...
  5. Firmly remind them when your invoice is overdue. ...
  6. Call them if they still don't pay you.
Sep 15, 2021

How do I make a request example? ›

Requests
  1. Could you take a message, please? Would you carry this for me, please?
  2. Can you take a message, please? Will you carry this for me, please?
  3. Can I help you? Can I do that for you?
  4. Shall I help you with that? ...
  5. I can do that for you if you like. ...
  6. Would you like to come round tomorrow? ...
  7. You must come round and see us.

Can expressing polite request example? ›

Could has the same meaning as may when making requests. It is equally polite to say “Could I leave early?” or “May I leave early?” Could is used with any subject to ask for permission. For example “Could I open the window?” or “Could you open the window?” are both grammatical.

How do you write a request message? ›

Follow these steps to write a formal letter of request:
  1. Include the address and date. Address and date are the headers of most business letters. ...
  2. Include the reference and subject. ...
  3. Add a salutation. ...
  4. Write the first paragraph. ...
  5. Write subsequent paragraphs. ...
  6. Add a conclusion. ...
  7. Add a subscription. ...
  8. Place your signature.

How do you ask a client payment by message sample? ›

I am attaching the invoice for my services to this email. As we discussed, the total bill is [total amount], payable via [your preferred payment method: PayPal, credit card, or other] by [due date]. Thank you, and I am looking forward to working with you again in the future.

How do you tell someone they owe you money without being rude? ›

Be courteous and always use polite language when reminding someone about the debt they owe you. (even thought you really just want the money back). Just ask if they remember their debt and when they can pay it back. A good example sounds like this, “Hey, do you remember that I lent you money last month?

How do you remind someone to pay you professionally? ›

Tips for writing an effective payment reminder email
  1. Include the invoice number and due date in the email subject line. ...
  2. Reattach the original invoice. ...
  3. Keep the copy short and professional but with a friendly tone. ...
  4. Include ways to pay and what the payment terms are. ...
  5. Advanced payment reminders before the due date.
Apr 29, 2022

What is a good sentence for request? ›

Noun They made a request to begin work immediately. She filed a formal request for more information. At your request, I am enclosing a full refund of your payment. Troops were sent at the request of our allies.

What are 10 examples of request sentences? ›

Making Requests in English
  • Can you give me the book?
  • Could you please take off your raincoat?
  • Could you please take me to the dentist?
  • Would you be kind enough to repair my computer?
  • Do you think you could take me to the supermarket?
  • Could I ask you to take me home?
  • Can you tell me what happened?

How do you make a simple request? ›

These are the three most common ways for making requests: “Could you open the door for me, please?” “Would you mind opening the door for me, please?” “Can you open the door for me, please?

How do you say request in a formal way? ›

The words ask and solicit are common synonyms of request. While all three words mean "to seek to obtain by making one's wants known," request implies greater formality and courtesy.

How do you politely ask someone professionally? ›

Use “WOULD YOU DO ME A FAVOR.” This is often used and you must use it when you are asking for a special request or favor. Other phrases for asking something to someone nicely are “DO YOU MIND,” WOULD YOU MIND, COULD I, WOULD IT BE OK IF, WOULD IT BE POSSIBLE, WOULD YOU BE WILLING TO, etc.

How do you request someone in a formal way? ›

We often use please to make our requests more polite: Could you call a taxi for me, please? Would you ask Rose whether she has signed the card, please? Would you mind collecting my suit from the dry cleaner's, please?

How do you ask for a humble request? ›

Here are some tips on asking for favors:
  1. Be direct but polite. ...
  2. Don't make it sound bad. ...
  3. Avoid guilt. ...
  4. Don't cross the line. ...
  5. Show respect. ...
  6. Avoid constant one-sided favors. ...
  7. Be personal but straightforward. ...
  8. Take "No" for an answer.
Sep 3, 2021

Videos

1. How to Write a Polite Reminder Email | Part 1 | Write Better in English
(Worldwide Speak)
2. How to write a formal letter 📝 | All you need to know!
(Learn Easy English)
3. How to Write a Complaint Letter
(Leila's English Lab)
4. Writing a Job Application Letter! (4 TIPS, Words & Phrases + JOB APPLICATION LETTER TEMPLATES!)
(CareerVidz)
5. Application Letter. How to write a formal application letter.
(Andreas Tyson Daily.)
6. Acknowledgement format-Receipt of Payment//Letter writing//Handwriting/Acknowledgement slip
(MASTER HANDWRITING)
Top Articles
Latest Posts
Article information

Author: Twana Towne Ret

Last Updated: 01/27/2023

Views: 6475

Rating: 4.3 / 5 (44 voted)

Reviews: 91% of readers found this page helpful

Author information

Name: Twana Towne Ret

Birthday: 1994-03-19

Address: Apt. 990 97439 Corwin Motorway, Port Eliseoburgh, NM 99144-2618

Phone: +5958753152963

Job: National Specialist

Hobby: Kayaking, Photography, Skydiving, Embroidery, Leather crafting, Orienteering, Cooking

Introduction: My name is Twana Towne Ret, I am a famous, talented, joyous, perfect, powerful, inquisitive, lovely person who loves writing and wants to share my knowledge and understanding with you.