Vendor Form Request Template: Pre-Payment Release

If your payment is delayed due to incomplete vendor setup paperwork, use this message to clarify next steps for the AP team. This prevents last-minute surprises and accelerates onboarding.

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When to use / when to send

Checklist / what to include

Form name/type needed to activate payment
Invoice #{{InvoiceNumber}} if already issued
Amount {{Amount}} and due date {{DueDate}}
Direct pay link {{PayLink}} if usable or coming soon
Request confirmation of completion and next payment run

How to use

Copy/paste template

Hi {{Name}},

Before payment for invoice #{{InvoiceNumber}} ({{Amount}}, due {{DueDate}}) can be released, our records show your vendor form (e.g., W9/bank details) needs to be completed.

Please return the required form at your earliest convenience, or confirm if already submitted.

Once received, payment can move forward via {{PayLink}}. Please reply confirming completion and let us know the next payment run date.

Thank you,
{{YourName}}
{{Company}}

Follow-up plan + common mistakes

If no reply in two business days, call or email AP with a direct link to the form.
If AP says forms are missing, clarify which items and how to submit.
Do not mix overdue reminders with form requests until setup is complete.
Don't resubmit the same forms without changing the subject.
Avoid sending incomplete or outdated forms—always check requirements first.

FAQ

Vendor forms are used to verify details and comply with legal/finance requirements. Without them, payment systems can’t process your invoice.