Payment Request Email to Client (Copy/Paste Templates)

A payment request email should be short and frictionless: state the invoice details, include payment instructions, and ask for one thing—the payment date.

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What to include (so you get a fast reply)

Invoice number + amount + due date
A simple ask: confirm the payment date
Pay link / bank details
A fallback: ask who in Accounts Payable handles it

Subject lines

Payment request — invoice #{InvoiceNumber}
Invoice #{InvoiceNumber}: payment date confirmation
Quick question: invoice #{InvoiceNumber}
Who handles invoice #{InvoiceNumber} in AP?
Payment details for invoice #{InvoiceNumber}

Email templates

Template 1 — Polite payment request (best default)

Subject: Payment request — invoice #{InvoiceNumber}

Hi {Name},

Hope you’re well. I’m following up on invoice #{InvoiceNumber} for {Amount}, due {DueDate}.
Could you confirm the expected payment date?

Payment details: {PaymentDetails}

Thanks,
{YourName}

Template 2 — Short and direct

Subject: Invoice #{InvoiceNumber}: payment date confirmation

Hi {Name},

Can you confirm the payment date for invoice #{InvoiceNumber} ({Amount}), due {DueDate}?

{PaymentDetails}

Thanks,
{YourName}

Template 3 — AP handoff (when you’re not sure who pays)

Subject: Who handles invoice #{InvoiceNumber} in AP?

Hi {Name},

If you’re not the right person for invoice #{InvoiceNumber} ({Amount}), who in Accounts Payable should I contact?
I can resend the invoice or any supporting docs if needed.

Thanks,
{YourName}

Common replies (and the best response)

“Resend the invoice.” → resend immediately and ask for the payment date in the same email.
“AP is processing it.” → ask for the confirmed payment date and reference number (if available).
“Cash flow issue.” → offer a short plan and ask them to reply with dates they can commit to.

FAQ

Yes if it helps the recipient forward it to Accounts Payable. Keep the email body short and specific.

Payment Request Email to Client (Copy/Paste Templates)

What to include (so you get a fast reply)

Subject lines

Email templates

Common replies (and the best response)

FAQ

Related templates