Payment confirmation email templates
Reviewed in November 2026
A payment confirmation email tells a customer that their money arrived. It names the amount, the date and what the payment settles, so nobody has to ask.
Full payment received
Subject: Payment received for invoice [number]
Hi [Name], Thank you. I received your payment of [amount] on [date] by [method] for invoice [number]. The invoice is now fully paid. A receipt is attached. Best regards, [Your name]
Partial payment received
Subject: Part payment received · balance [amount]
Hi [Name], Thank you for your payment of [amount] on [date] towards invoice [number]. The remaining balance is [balance], due on [date]. A receipt for this payment is attached. Kind regards, [Your name]
Installment received
Subject: Installment [n] of [total] received
Hi [Name], Installment [n] of [total], [amount], arrived on [date]. Thank you. The next installment of [amount] is due on [next date]. The balance after this payment is [balance]. Best, [Your name]
Deposit received
Subject: Deposit received · work starts on [date]
Hi [Name], Thank you for the deposit of [amount] received on [date]. Work starts on [start date] as agreed. The balance of [balance] is due on [date]. Regards, [Your name]
Account fully settled
Subject: Your account is fully paid
Hi [Name], With your payment of [amount] on [date], your account is now fully paid. Thank you for settling it. A statement showing a zero balance is attached. Best regards, [Your name]
Several invoices paid in one transfer
Subject: Remittance received · [amount] for [number] invoices
Hello, Thank you. The transfer of [amount] received on [date], reference [UTR or reference], is applied as follows: [invoice] · [amount] [invoice] · [amount] These invoices are now closed. Receipts are attached. Regards, [Your name]
Monthly client, recurring payment
Subject: [Month] payment received · thank you
Hi [Name], Your [month] payment of [amount] arrived on [date]. Thank you for paying on time again. The [next month] invoice will go out on [date]. Best, [Your name]
Payment after a missed date
Subject: Payment received for invoice [number] · thank you
Hi [Name], Thank you for the payment of [amount] received on [date]. Invoice [number] is now settled and no further reminders will go out. The receipt is attached. Kind regards, [Your name]
Short WhatsApp confirmation
Sent right after the payment shows in the account.
Hi [Name], your payment of [amount] arrived today. Thank you. The receipt is attached. [Business]
What every confirmation says
- The amount received and the date.
- The method, with a reference if there is one.
- Which invoice or installment it covers.
- The balance left, or that nothing is left.
- A receipt attached.
Customers who get a clear confirmation pay the next one on time more often.
When to send it
Send it the same day the payment shows in your account.
For checks, wait until the check clears before confirming.
For installment plans, send one after every installment.
Common mistakes
- Confirming without the invoice number.
- Forgetting the balance after a part payment.
- Sending it days later.
- No receipt attached.
Fields of a payment receipt email
| Field | Example |
|---|---|
| Subject | Payment received for invoice INV-0418 |
| Amount | ₹18,500.00 |
| Date | 4 November 2026 |
| Method and reference | NEFT, UTR 0123456789 |
| Applied to | Invoice INV-0418 |
| Balance | Nil, fully paid |
| Attachment | Receipt as PDF |
Copy the reference exactly from the bank statement so the customer can match it.
Send the email from the address the customer already knows.
How to adapt the email
- Recurring client: thank them for paying on time and say when the next invoice goes out.
- Large company: quote the remittance reference and list every invoice it covers.
- Customer who paid late: confirm the invoice is settled and that reminders stop.
- Part payment: name the amount received and the balance with its date.
Keep the tone warm. A thank-you after a late payment helps the next one arrive on time.
Let the confirmations go out on their own
Makatea sends these messages on WhatsApp, email and SMS on the right day for each customer. When a payment arrives, Makatea records it and stops the next message. Try it free for 14 days, no card needed.
Free on Makatea: proforma invoice template · promissory note template · free receipt template · free invoice generator
Frequently asked questions
How do I confirm a payment by email?
Name the amount, the date and what it covers. Attach the receipt.
Should I confirm partial payments?
Yes. Say what arrived and the balance still due.
Is a confirmation email a receipt?
It works as proof for most customers. Attach a receipt for formal records.
When should I send it?
The same day the payment arrives.
Can I send it on WhatsApp?
Yes. Shorten the text and attach the receipt image.
How do I confirm receipt of payment from a large company?
Quote their remittance reference and list each invoice the payment covers. Send it to accounts payable.
Your recurring collections on autopilot
Makatea sends the reminders over WhatsApp and email, records every payment and tells you who to follow up with first.
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Keep reading
Acknowledgement letter for payment received
Confirm a payment received with a short acknowledgement letter. Download it in Word with the amount, the date and what the payment settles.
Payment receipt format for bills and invoices
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Payment follow-up email templates
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Payment reminder SMS templates
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Receipt template you can fill in online
Fill in a payment receipt on the page and download it as PDF or as an image for WhatsApp. The amount in words fills itself. Free, no account.