Guide
Payment Reminder Message: 20 WhatsApp & Email Templates
Copy-paste payment reminder messages for clients: WhatsApp and email templates from polite to firm, for before the due date, due day, overdue and final notice.
- Published
- Author
- Shubham N Datarkar
- Read
- 8 min
A good payment reminder message states the amount, what it is for, the due date and one way to pay, in two or three short lines. Send it in a sequence: a heads-up before the due date, a nudge on the day, reminders at 3 and 7 days overdue, then a final notice. Templates for each stage are below.
Every template ends with a UPI or payment link line, because the easier it is to pay, the faster you get paid. Swap the words in square brackets and save them as quick replies in WhatsApp Business. The same app holds your WhatsApp Business away message for after-hours requests.
The payment reminder schedule: what to send and when
| When | Tone | Channel | Goal |
|---|---|---|---|
| 3 days before the due date | Friendly | WhatsApp or email | Put the date on their radar |
| On the due date | Neutral | A simple nudge with the link | |
| 3 days overdue | Polite, direct | WhatsApp and email | Check it was received |
| 7 days overdue | Firm | Email, then a call | Ask for a payment date |
| 14 days overdue | Final notice | State the next step in writing |
Stick to the schedule for every client. Once clients learn that you always follow up on time, most pay before the third message.
Payment due reminder on WhatsApp: 5 templates in sequence
Hi [Name], a quick heads-up that the payment of ₹[amount] for [service/invoice no.] is due on [date]. Pay by UPI to [your UPI ID] or here: [payment link] Thank you!
1. Three days before the due date
Hi [Name], just a reminder that ₹[amount] for [service/invoice no.] is due today. UPI: [your UPI ID] Link: [payment link] Please share a quick message once done. Thanks!
2. On the due date
Hi [Name], following up on ₹[amount] for [service/invoice no.], which was due on [date]. Could you check that it reached you? Resending the link here: [payment link] UPI: [your UPI ID]
3. Three days overdue
Hi [Name], the payment of ₹[amount] for [invoice no.] is now 7 days overdue. Could you share the date you will pay it? UPI: [your UPI ID] | Link: [payment link] If something is holding it up, tell me and we will sort it out.
4. Seven days overdue
Hi [Name], ₹[amount] for [invoice no.] is now 14 days overdue. As per our agreement, [late fee / pause on further work] applies from [date]. Please clear it by [date] using [payment link] or UPI [your UPI ID]. I am sending the details on email as well.
5. Final notice (14 days overdue)
Payment reminder email templates (polite to firm)
Email is better for the later stages because it leaves a clear record with the invoice attached. Keep the subject line specific so it is easy to search.
Subject: Invoice [no.] for ₹[amount] due on [date] Hi [Name], A friendly reminder that invoice [no.] for ₹[amount] is due on [date]. I have attached it again for easy reference. You can pay by UPI to [your UPI ID] or through this link: [payment link] Thanks, [Your name]
Email: before the due date
Subject: Following up: invoice [no.] (₹[amount]) Hi [Name], I am following up on invoice [no.] for ₹[amount], which was due on [date]. Could you confirm it has reached the right person and share an expected payment date? Payment link: [payment link] UPI: [your UPI ID] Happy to resend anything you need. Regards, [Your name]
Email: 3 to 7 days overdue
Subject: Overdue: invoice [no.], payment needed by [date] Hi [Name], Invoice [no.] for ₹[amount] is now [number] days overdue. I have sent reminders on [dates]. As per our agreed terms, [late fee of X% per month / a pause on new work] will apply if the payment is not received by [date]. Payment link: [payment link] UPI: [your UPI ID] If there is a problem with the invoice, please call me on [number] so we can fix it this week. Regards, [Your name]
Email: final notice
Overdue payment messages for common situations
Hi [Name], thank you for the ₹[paid amount] received today. A balance of ₹[balance] is still pending for [invoice no.]. You can pay it here: [payment link] or UPI [your UPI ID].
Partial payment received
Hi [Name], no problem, thanks for letting me know. I will note [date] as the payment date for ₹[amount]. Here is the link so it is handy: [payment link]
Client says they will pay later
Hi [Name], your next session is on [date] at [time] IST. The pending fee of ₹[amount] from [previous date] needs to be cleared before then. UPI: [your UPI ID] | Link: [payment link]
Regular client with a pending session fee
Hi [Name], the fee of ₹[amount] for [month] is due by [date]. Please pay by UPI to [your UPI ID] or here: [payment link] Thank you!
Monthly fee reminder (classes, retainers, packages)
Hi [Name], a gentle reminder that the balance of ₹[amount] for [event/shoot] is due on [date], before delivery of the final files. Link: [payment link] UPI: [your UPI ID]
Balance before delivery (photographers, designers)
Hi [Name], next month's retainer of ₹[amount] for [month] is due on [date], before work starts. Invoice attached. UPI: [your UPI ID] | Link: [payment link]
Retainer due before the month starts (consultants, agencies)
Hi [Name], I tried calling about ₹[amount] for [invoice no.], now [number] days overdue. Please call or reply with a payment date today. Link: [payment link]
After a missed call
Hi [Name], payment of ₹[amount] received. Thank you! Your receipt/invoice is attached. Looking forward to our next session on [date].
Payment received (always send this)
Subject: Payment status for invoice [no.] (₹[amount]) Hi [Accounts team / Name], Could you share the payment status of invoice [no.] for ₹[amount], due on [date]? It was approved by [client contact] on [date]. If you need a PO number, GST details or a revised copy for processing, I can send it today. Bank and UPI details: [details] Thanks, [Your name]
Email to a company's accounts team
Hi [Name], thanks for flagging this. I will check the [item/hours] on invoice [no.] and send a corrected copy by [date]. The undisputed part of ₹[amount] can be paid now here: [payment link]
Client questions the invoice
Hi [Name], the earlier payment link has expired. Here is a fresh one for ₹[amount]: [payment link] UPI also works: [your UPI ID]
Payment failed or the link expired
[Your name] here. ₹[amount] for [invoice no.] was due on [date]. Pay: [payment link] Reply if there is an issue. Thanks.
SMS: short overdue reminder
How to write a payment reminder message for a client
Skip the apology opener. A line like “Sorry to bother you, but just checking on the payment” makes the money sound like a favour. Open with the facts instead.
- 1.Lead with the facts: amount, what it is for, invoice number and due date.
- 2.Assume the client forgot. Most late payments are slips, not refusals.
- 3.Give one way to pay inside the message: a UPI ID or a payment link.
- 4.Ask one question in overdue messages: when will you pay?
- 5.Mention a late fee or a pause on work only if it was in your agreed terms.
- 6.Thank them when the money arrives. It makes the next reminder easier.
A payment link is easier to act on than a bank account number. Razorpay Payment Links, for example, can be shared on SMS, email or WhatsApp. A plain UPI ID works too if the client is paying from a phone. Our guide to collecting payments from clients online compares the options and fees.
If you are a micro or small enterprise with Udyam registration, the MSMED Act limits how long business buyers can take to pay. MSME Samadhaan says payment is due within 45 days of accepting the goods or service, with compound interest at three times the RBI bank rate after that. New delayed-payment cases are now filed on the MSME ODR portal. Mention this only in a final notice, and only if it applies to you.
Payment reminders in Hindi and for tuition fees
Many clients reply faster in Hindi or Hinglish. We have a separate set of payment reminder messages in Hindi with Devanagari and Roman versions of each template. Tutors and coaching classes can use the tuition fee reminder messages written for parents.
If a client has gone quiet after several reminders, read how to ask a client for payment politely. It includes a phone-call script and a pause-work template.
Stop sending reminders: take payment at booking
For appointment-based work, the best reminder is the one you never send. On Book A Sloth, clients pay up-front through Razorpay by UPI, card or netbanking when they book, and the booking confirms automatically on payment. WhatsApp and email reminders then go out about the appointment itself, not the money. For deposit amounts and refund rules, see taking advance payment at booking. See the payments feature page for how it works.
Common questions
How do I write a polite payment reminder message?
State the amount, what it is for and the due date, then add one way to pay, such as a UPI ID or payment link. Keep it to two or three lines, assume the client simply forgot, and end with a thank you. Polite messages work best when they are sent on a regular schedule.
When should I send a payment reminder?
Send a heads-up 3 days before the due date, a nudge on the day, then follow up at 3, 7 and 14 days overdue. A steady schedule works better than one angry message after a month, and clients learn that you always follow up.
Is it okay to send payment reminders on WhatsApp?
Yes. In India, a short WhatsApp message with a payment link usually gets a faster reply than email. Use email as well for the later, firmer reminders so you have a written record with the invoice attached.
What should a final payment notice say?
Repeat the amount, invoice number and how many days it is overdue, list the reminders already sent, and state the next step with a date, such as a late fee or a pause on further work. Only mention penalties that were in your agreed terms.
Should I include a UPI ID or a payment link?
Include at least one. A payment link confirms the payment for you and works for cards and netbanking too. A UPI ID is free and familiar, but you have to check your bank app to confirm the money arrived.