When a business provides goods or services to a client, it’s normal to send an invoice requesting payment for those goods or services. However, sometimes the client may delay payment, causing cash flow problems for the business.
In such situations, it’s important to send a payment request letter to remind the client about the outstanding invoice and request payment. In this article, we will discuss how to write a business payment request letter for an outstanding invoice.
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Start with a polite greeting
Begin your payment request letter with a polite greeting such as “Dear [Client’s Name].” This sets a friendly tone for the letter and makes the client feel valued.
Mention the invoice details
In the next paragraph, mention the invoice details such as the date, invoice number, and the amount due. This serves as a reminder to the client about the outstanding invoice and helps them identify the payment request letter’s purpose.
Provide a reason for the delay in payment
Sometimes, clients may delay payment due to various reasons such as financial difficulties or administrative errors. In the next paragraph, provide a reason for the delay in payment if you have been informed of one. This shows empathy towards the client and can help in resolving the issue.
Clearly state the payment due date
In the next paragraph, clearly state the payment due date, so the client knows the deadline for payment. This helps avoid confusion and ensures that the client is aware of the consequences of not paying on time.
Request payment and provide payment options
In the next paragraph, request payment and provide payment options that are available to the client. These payment options could be electronic transfer, credit card payment, or check payment. Providing multiple payment options makes it easier for the client to pay and increases the chances of receiving payment.
Provide contact information for follow-up
In the last paragraph, provide your contact information, including your phone number and email address, so the client can contact you with any questions or concerns. This also shows that you are available to help resolve any issues related to the outstanding invoice.
End with a polite closing
End your payment request letter with a polite closing such as “Thank you for your prompt attention to this matter” or “We appreciate your business and look forward to hearing from you soon.”
Business Payment Request Letter for an Outstanding Invoice Template
[Your Company Name]
[City, State Zip Code]
[Your Phone Number]
[Your Email Address]
[Client’s Company Name]
[City, State Zip Code]
Dear [Client’s Name],
I am writing to follow up on the outstanding invoice that we sent to you on [Date] for [Amount Due], regarding [Description of Goods/Services Provided].
We understand that there may be a delay in payment, and we would like to assist in any way possible to resolve this issue. If there is any problem with the invoice or any other administrative issue, please let us know, and we will be happy to address it promptly.
The payment for the invoice was due on [Payment Due Date], and we have yet to receive it. We kindly request that you make the payment as soon as possible to avoid further delays. We value our business relationship with you, and we believe that resolving this matter will benefit both of our companies.
To facilitate the payment process, we offer various payment options such as electronic transfer, credit card payment, or check payment. Please let us know which payment method you prefer, and we will provide you with the necessary information.
If you have any questions or concerns, please do not hesitate to contact us at [Your Phone Number] or [Your Email Address]. We would be happy to assist you with any queries you may have.
Thank you for your attention to this matter. We look forward to hearing from you soon and continuing our mutually beneficial business relationship.
[Your Company Name]