How to Ask Client for Payment
Asking clients for payment can feel awkward, but it's a crucial business skill. Learn professional, effective ways to request payment that maintain relationships while ensuring you get paid on time.
Quick Summary
- Be direct, polite, and professional in all payment requests
- Use specific amounts, dates, and invoice numbers
- Follow up consistently with escalating urgency
When to Ask for Payment
Timing is everything when requesting payment. Ask too early and you seem pushy; wait too long and you appear unprofessional.
Best Times to Ask
- • Upon project completion (before delivery)
- • On the invoice due date
- • 1-3 days after due date
- • Tuesday-Thursday, 10am-2pm
- • After positive feedback or project success
Times to Avoid
- • Monday mornings or Friday afternoons
- • During holidays or vacations
- • When client is dealing with crises
- • Immediately after complaints
- • End of their fiscal year (unless urgent)
Email Templates That Work
Here are proven email templates for different situations and relationship stages:
Initial Payment Request (Due Date)
Use this when the invoice just became due. Keep it friendly and assume good intentions.
Subject: Payment Due - Invoice #[NUMBER]
Hi [Client Name],
I hope you're doing well! I wanted to reach out regarding invoice #[NUMBER] for $[AMOUNT], which was due on [DATE].
I've attached a copy for your convenience. If you have any questions about the invoice or need a different payment method, please let me know.
Thank you for your business!
Best regards,
[Your Name]
Follow-up Request (1 Week Overdue)
More direct but still professional. Add urgency without being aggressive.
Subject: Overdue Payment - Invoice #[NUMBER] - Action Required
Hi [Client Name],
I'm following up on invoice #[NUMBER] for $[AMOUNT], which became overdue on [DATE].
I understand things can get busy, but I need to receive payment within the next 48 hours to keep this account current.
If there are any issues with the invoice or if you need to discuss payment terms, please contact me immediately.
I appreciate your prompt attention to this matter.
[Your Name]
Final Notice (2+ Weeks Overdue)
Clear consequences and firm deadline. This is your last attempt before escalation.
Subject: FINAL NOTICE - Invoice #[NUMBER] - Immediate Payment Required
[Client Name],
This is a final notice regarding overdue invoice #[NUMBER] for $[AMOUNT]. Payment was due [X] days ago.
Payment must be received within 7 days of this notice. If payment is not received by [DATE], this matter will be:
• Reported to credit agencies
• Referred to our collections department
• Subject to additional fees and legal action
Contact me immediately if you need to discuss this matter.
[Your Name]
Phone Call Scripts
Sometimes a phone call is more effective than email. Here's how to handle payment conversations professionally:
Phone Script Template
Opening:
"Hi [Name], this is [Your Name] from [Company]. I hope you're having a good day. I'm calling about invoice #[NUMBER] that was due on [DATE]. Do you have a minute to discuss this?"
Main Request:
"The invoice is for $[AMOUNT] and is now [X] days overdue. Can you help me understand when we can expect payment?"
If They Need Time:
"I understand. What date can you commit to having payment sent? I'll make a note and follow up if we don't receive it by then."
Closing:
"Great, I'll send you a confirmation email with the payment details. Thank you for your time, and I look forward to receiving payment by [DATE]."
Do's and Don'ts
Do's
- • Be specific about amounts and dates
- • Keep records of all communications
- • Offer multiple payment options
- • Follow up consistently
- • Remain professional always
- • Set clear expectations upfront
- • Use positive language when possible
Don'ts
- • Don't be vague or apologetic
- • Don't make threats you can't follow through
- • Don't take it personally
- • Don't wait too long to follow up
- • Don't be rude or aggressive
- • Don't accept endless excuses
- • Don't work without payment terms
When Asking Nicely Doesn't Work
Sometimes professional requests aren't enough. When clients ignore payment requests, Credote gives you leverage by filing public default notices that protect other businesses and motivate payment.