Payment Reminder Email Templates Requesting a PO Number

Missing PO numbers are a common reason invoices don’t get scheduled. Use these templates to request the PO, unblock processing, and get a scheduled payment date in writing.

When to use / when to send

Checklist / what to include

• Invoice #{{InvoiceNumber}} and amount {{Amount}}
• Due date {{DueDate}} and note that processing may require a PO
• Direct request: provide PO number or confirm no PO is needed
• Pay link {{PayLink}} as a fallback if they can process without PO
• Reply request by {{ReplyByDate}} plus ask for scheduled payment date

Copy/paste templates

How to use these templates

Recommended timing / follow-up plan

• Send PO request the same day you suspect a PO block
• If no reply in 24–48 hours, send one short bump
• Call AP and ask what exact PO field is needed and who owns it
• Once PO is provided, request the scheduled payment date immediately
• If they won’t schedule, set {{DeadlineDate}} and escalate

Best practices / common mistakes

• Do: request the PO and the scheduled payment date in the same thread
• Do: ask whether a PO is required (some companies don’t need one)
• Don’t: let “PO missing” become an indefinite delay without deadlines
• Don’t: bury the request in a long email—make it obvious
• Do: confirm next steps in writing after the PO is received

FAQ

Related templates

• Vendor setup missing info email
• Accounts payable status check email
• Accounts payable phone script unpaid invoice
• Second notice overdue invoice email