Retainer Replenishment Payment Request Email Templates

Retainers fail when replenishment is vague. Use these templates to request top-up payment clearly and prevent work from continuing on an empty balance.

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Full multi-email sequence plus templates and variations.

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When to use / when to send

Checklist / what to include

Invoice #{{InvoiceNumber}} and replenishment amount {{Amount}}
Due date {{DueDate}} (or “due upon receipt” plus a reply-by date)
Clear rule: work pauses if balance isn’t replenished
One pay link {{PayLink}}
Request confirmation by {{ReplyByDate}}

How to use

Copy/paste templates

Hi {{Name}},

Quick note—retainer replenishment is needed to continue work. Invoice #{{InvoiceNumber}} is for {{Amount}}, due {{DueDate}}.

Please complete payment here: {{PayLink}}.

If you can’t pay today, reply with the exact date it will be processed. Please confirm by {{ReplyByDate}} so we can plan capacity.

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

Hi {{Name}},

Retainer top-up needed: invoice #{{InvoiceNumber}} ({{Amount}}) due {{DueDate}}.

Pay link: {{PayLink}}. If not today, reply with the exact pay date by {{ReplyByDate}}.

{{YourName}}

Follow-up plan + common mistakes

Send the replenishment request as soon as you hit your threshold
If no reply in 24 hours, bump once with “pay date needed”
If still unclear, call and ask who approves replenishments
Do not continue work without a confirmed date or payment
Avoid long explanations—keep the rule consistent
If missed, set {{DeadlineDate}} and pause work per policy

FAQ

State it as standard process: replenish to continue. Provide the link and ask for an exact date if they can’t pay today.