Upfront Payment Request Email Templates for New Clients

New-client work goes smoother when payment is clear before kickoff. Use these templates to request upfront payment professionally and prevent “we’ll pay later” drift.

When to use / when to send

• Use after the scope is agreed and before you start work or schedule kickoff.
• Best for first-time clients, one-off projects, or any engagement without payment history.
• Tone should be confident and standard: this is policy, not negotiation.
• Goal is immediate payment via {{PayLink}} or a confirmed payment date before kickoff.
• If they stall, pause scheduling and request confirmation by {{ReplyByDate}}.

Checklist / what to include

• Invoice #{{InvoiceNumber}} and amount {{Amount}}
• Due date {{DueDate}} (or required payment-before-start)
• Clear policy statement: work begins after payment is received
• Pay link {{PayLink}} for instant completion
• Reply request by {{ReplyByDate}} if they need a scheduled date

Copy/paste templates

How to use these templates

Recommended timing / follow-up plan

• Send invoice immediately after scope approval to reduce delay
• If no confirmation in 24 hours, send one short bump
• If still silent, call and ask for the scheduled payment date
• Do not start work until payment is received or a written exception is approved
• If the start date is at risk, set a firm payment-by date using {{DeadlineDate}}

Best practices / common mistakes

• Do: frame upfront payment as standard process
• Do: keep the ask simple and tied to kickoff scheduling
• Don’t: start work “to be nice” before payment clears
• Don’t: accept vague replies like “finance will handle it”
• Do: route to the person who can schedule payment

FAQ

Related templates

• Invoice due today reminder email
• Accounts payable status check email
• Payment confirmation request email
• Vendor setup missing info email