Letter reminding a customer that payment is due

Remind a customer that payment is due

Letters Kate

Sometimes, customers purchase different products on credit. They promise the seller to pay the due payment either in instalments or in a lump sum in cash at a later time. The customer makes the promise to the seller and also specifies the date by which he will clear the payment.

In some cases, the relationship between a seller and a buyer becomes so strong that the seller agrees to let the buyer purchase items on credit. However, the buyer may not always be able to repay the amount within the specified time. When this occurs, the seller sends a reminder letter to the buyer.

What is the letter about?

The letter serves as a reminder for the customer to settle the debt with the seller. When the payment is overdue, the seller may fear that the customer has forgotten about it, prompting him to write a reminder letter.

A “Reminder Letter for Payment Due” is a polite and professional message sent to a customer to inform them that their payment is nearing its due date or is already overdue.

At some point, a dispute may arise between the seller and the buyer due to a late payment. However, the seller may hesitate to take action, fearing the loss of a valued customer. In such cases, writing a reminder letter serves as a polite and effective way to request the overdue payment. It helps maintain the business relationship while also prompting the buyer to fulfill their payment obligation.

How to write a letter to remind a customer that the payment is past due?

A seller understands the importance of writing a professional-looking and persuasive letter to the customer that can convince them to make a payment to the seller. The seller might have never written this letter before. Some representatives also write payment reminder letters to customers, especially when their role involves collaborating with them.

In that situation, if they don’t know the tone to maintain and the content to cover in the letter, they will damage the company’s reputation. Additionally, they will be held accountable to stakeholders. Therefore, we have provided here some tips for writing an effective reminder letter:

  1. Start the letter by telling the recipient that you are writing to remind him that he must pay a specific amount of money. This is a gentle way to request payment indirectly.
  2. You must specify the amount that the recipient is supposed to pay. This way, you will fulfil the purpose of the reminder letter.
  3. Inform the recipient that you are ready to proceed with payment methods and options. If he cannot pay the full amount, he can pay in instalments.
  4. Please instruct the recipient to contact you if they encounter any issues.

Sample letters

#1

Letter reminding a customer that payment is due

File: Word (.docx)
Size 39 KB

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#2

This is a gentle reminder that invoice number [X], dated June 13th, 2025, for a total amount of Rs. 4,500, remains unpaid. As per our agreement, the payment was due on June 15th, after you availed of our home salon services.

We would appreciate it if you could arrange for the payment at your earliest convenience. You may make a direct bank transfer to our official bank account or deposit the amount in cash at our office. A copy of the invoice is enclosed for your reference, along with our bank account details. Please do not hesitate to contact us if you have any further questions regarding the payment.

Thank you for your cooperation. We look forward to serving you again.

#3

We are writing to remind you that your gym subscription fee for July remains outstanding in the amount of Rs. 22,500. According to our agreement, the payment must be paid by the 10th of each month. A late fee of 5% per day will be applicable. 

You are respectfully requested to pay your dues within the next 2 days. We regret to inform you that, in the event of non-payment within the given timeframe, your gym subscription will be cancelled. You will not be allowed access to any of our gym facilities unless you renew your subscription.

Kindly contact us for assistance with any payment-related issues or queries. Thank you for your attention to the matter.

#4

Details of the recipient
Name
Contact details
Address

Subject: Reminder for the due payment

Dear Mr ABC,

This letter is to inform you that as of April 1st, 20XX, you have not paid the amount due to the company. We hope that you will settle with us soon.

You are due $1000. The due amount includes all additional charges and applied tax. There are no hidden charges.

If you have already paid your account and we were unable to see the payment due to our system not being updated, please contact us by phone or email to inform us that the payment was made, so that we can update your account details.

We also devise easy payment plans for our valuable customers on their special request. If you are also experiencing a financial crisis, please let us know. We would love to make it easy for you to pay us back in flexible instalments at any time. Our representatives will be available to provide you with assistance and counselling. Please consider this letter a gentle reminder from the company to you, so that you can settle your account if you have forgotten.

We look forward to your prompt response.

Regards,

Sincerely
Name of the sender,
Designation of the sender in the company.

Letter reminding a customer that payment is due

File: Word (.docx) and iPad
Size 28 KB

Download