Accounts Payable Confirmation Request Email Template

Auditors, AP teams, and finance all want clean, verifiable records. Use these AP confirmation email templates to lock in payment run dates and document payment status for overdue invoices. Templates only — not legal advice.

When to use / when to send

• You need AP to confirm an invoice’s position in a payment run.
• After an overdue invoice shows ‘processing’ with no date.
• Finance, audit, or collections request written verification.
• AP contact is new or email thread is incomplete.
• There is confusion on whether payment is queued/scheduled.

Checklist / what to include

• Invoice #{{InvoiceNumber}} and due date.
• Amount due.
• Current AP contact with phone/email.
• Request for scheduled payment date or next payment run.
• Request for written confirmation (email reply, screenshot, system printout).
• Deadline for reply.
• Link to payment portal for cross-checking.
• Contact details for follow-up.

Copy/paste templates

How to use these templates

• Send as first contact if you don’t have scheduling details.
• If unanswered, follow up in 48 hours with a clear, direct ask.
• Always request written confirmation, not just verbal promises.
• Archive replies for audit purposes.
• Update AP records if contacts change.

Recommended timing / follow-up plan

• Day 1 of late status: Send confirmation request.
• Day 3: Follow up if no reply.
• Day 5: Escalate to finance or supervisor if still silent.
• Always document replies and archive all confirmations.
• Update client file whenever AP contact changes.

Best practices / common mistakes

• Do: Keep requests short and clear.
• Do: Archive all confirmations for audit.
• Do: Copy finance/audit as required.
• Don’t: Accept ‘processing’ as a real confirmation—ask for the date.
• Do: Update your AP contacts regularly.
• Don’t: Use phone confirmation as sole proof—always get it in writing.

FAQ

Related templates

• Accounts Payable Follow-Up Email Template
• Accounts Payable Follow-Up After Payment Run Day
• Accounts Payable Follow-Up Email B2B
• Invoice Reminder Email to New AP Contact
• No Response Follow-Up Email