Payment Confirmation Request Email Templates

Sometimes the invoice is “paid” but you need confirmation, a reference, or a remittance note to reconcile. Use these templates to get proof fast without sounding accusatory.

When to use / when to send

• Use when the client says it’s paid, but you don’t see the funds or lack the remittance reference.
• Also useful when payment is pending and you need the scheduled date to reconcile cash flow.
• Best sent right after they claim payment, while the context is fresh.
• Keep tone neutral: you’re verifying, not challenging.
• If they don’t respond, call and ask for the payment reference via {{Phone}}.

Checklist / what to include

• Invoice #{{InvoiceNumber}} and amount {{Amount}}
• Due date {{DueDate}} and what you’re missing (reference/date)
• Request the payment reference / confirmation details
• Include {{PayLink}} in case it wasn’t actually paid
• Ask for reply by {{ReplyByDate}}

Copy/paste templates

Recommended timing / follow-up plan

• Send confirmation request immediately after they say it’s paid
• If no reply in 24 hours, send a short bump requesting reference/date
• Call on the next business day and ask for the reference verbally
• If they admit it wasn’t paid, switch to a firm reminder with a pay date request
• If payment is delayed past {{DeadlineDate}}, move to escalation messaging

Best practices / common mistakes

• Do: assume good intent and keep the tone neutral
• Do: specify exactly what you need (date + reference)
• Don’t: accuse them of lying about payment
• Don’t: request multiple unrelated items in the same email
• Do: include {{PayLink}} as a frictionless fallback

FAQ

Related templates

• Accounts payable status check email
• Second notice overdue invoice email
• Payment plan request email
• Overdue invoice SMS follow-up text