Payment Release Date Confirmation Request Email

After approval, pinning down the release date is crucial. Use this template to get the AP team or payer to confirm the exact date funds will leave their account.

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When to use / when to send

Checklist / what to include

Invoice #{{InvoiceNumber}} and {{Amount}}
Status: approved/pending
Direct question: What is the release date?
Pay link (if payment not yet done)
Friendly but firm tone

How to use

Copy/paste template

Hi {{Name}},

Invoice #{{InvoiceNumber}} for {{Amount}} is approved. Can you confirm the exact date payment will be released?

If not yet paid, here’s the link: {{PayLink}}.

Thanks for confirming the release date in writing.

Best,
{{YourName}}
{{Company}}

Follow-up plan + common mistakes

If no date is given, repeat the ask until confirmed
If the date slips, require a new written schedule
Don’t close the loop without a firm, specific date
Don’t accept vague promises or “it’s scheduled” without a date
Save all confirmations for audit trails and escalation

FAQ

It creates accountability and makes follow-up easier if funds are late.