Invoice Payee Confirmation Request Email Template

If payment is stalled due to confusion over the payee, send a focused confirmation request. This template ensures AP or the client assigns the correct payee before you escalate or send reminders.

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When to use / when to send

Checklist / what to include

Reference to invoice #{{InvoiceNumber}}, {{Amount}}, {{DueDate}}
Simple ask: confirm correct payee/company name to process payment
Pay link {{PayLink}} or bank info if needed
Reply-by date {{ReplyByDate}}
Contact info (so they can reply quickly)

How to use

Copy/paste template

Hi {{Name}},

We are following up on invoice #{{InvoiceNumber}} for {{Amount}} due {{DueDate}}. Could you confirm the correct payee or company name to process payment, or if any other documentation is needed?

To pay directly: {{PayLink}}. Please reply by {{ReplyByDate}} so there’s no delay.

Thanks,
{{YourName}}
{{Company}}

Follow-up plan + common mistakes

If you get no reply by {{ReplyByDate}}, call AP and request the payment owner’s confirmation.
If information is missing in the reply, restate your original question.
Do not send long threads or documents—stick to the payee question only.
Don’t use multiple payment links or alternate names in one email.
Never guess at recipient—confirm every time.

FAQ

If AP is unsure of payee name or banking info, payment cannot be released until it’s confirmed in their system.