Payment request letter template
Reviewed in November 2026
A payment request letter asks a client to pay an invoice that is due or about to fall due. It names the invoice, the amount and the date, and it stays polite.
What it includes
- Your business name, address and date
- Client name and contact person
- Invoice number, date and amount
- New payment date
- Payment details
- Contact for questions
- Your name and signature
Payment request letter: full text
[Your business name] [Address] · [Phone] · [Email] [Date] [Client name] Attn: [Person in charge of payments] [Client address] Subject: Payment request for invoice [number] Dear [name], I am writing about invoice [number] dated [invoice date] for [amount]. The payment was due on [due date] and I have not received it yet. Please arrange payment by [new date]. You can pay by bank transfer to [bank name], account [number], or at [payment link]. If something on the invoice needs a correction, please tell me before that date. I have attached a copy of the invoice for your records. Thank you for your business. Kind regards, [Your name] [Position]
When to send it
Send it a few days before the due date or the day after it passes.
It is the first written step after a friendly WhatsApp reminder.
- An invoice is due this week and the client usually pays late.
- The due date passed yesterday and no payment arrived.
- A milestone was delivered and the agreed payment is now due.
- A deposit is due before work starts.
If several reminders went unanswered, the next step is a collection letter.
What goes in the letter
| Part | What it says |
|---|---|
| Header | Your business name, address and the date |
| Recipient | The client's name and the person in charge of payments |
| Reference | Invoice number, date and amount |
| Request | One sentence asking for payment by a date |
| How to pay | Bank details, UPI ID or payment link |
| Contact | Who to call if something is wrong with the invoice |
| Closing | Thanks and your name |
Tone that gets paid
Clients pay faster when the letter makes paying easy.
Put the amount and the date in the first lines.
Attach the invoice again so nobody has to search for it.
Offer a way to raise a problem with the invoice.
Leave threats and fees out of a first request.
A request worked out
Lumen Studio delivered a website to Harbor Foods on 2 October. Invoice INV-0218 for USD 3,400.00 was due on 1 November.
On 3 November Lumen sends the letter below with the invoice attached. It asks for payment by 10 November and gives the bank details.
Harbor Foods replies that the invoice sat in the wrong inbox and pays two days later.
Common mistakes
- Forgetting the invoice number. The client's accounts team needs it to approve.
- Sending it to the wrong person. Ask who handles payments.
- No payment details in the letter.
- No new date. A request without a date reads like a note.
- Long apologies that hide the request.
Field by field
- Subject: «Payment request for invoice INV-0218». The invoice number lets the accounts team find it in seconds.
- Recipient: the person who releases payments, such as Ms. Rao in Accounts. A letter to the sales contact often waits a week.
- Reference: the invoice number, its date and the amount. Copy them exactly as printed on the invoice.
- New date: a specific day such as 10 November. Avoid «at your earliest convenience» because it sets no date.
- How to pay: the bank, account number and a payment reference. Add a UPI ID or a link if you accept them.
- Contact: a name and phone number for questions about the invoice. It turns a silent delay into a reply.
Variants for other cases
Each variant keeps the letter and changes the request paragraph.
- Advance payment: «Please pay the advance of [amount] by [date] so that work can start on [start date].»
- Strong letter for an outstanding payment: «This invoice is now [days] days overdue. Please pay it in full by [date].»
- Pending payment after delivery: «The goods were delivered on [date] and signed for by [name]. Please release payment by [date].»
- Payment requisition inside a company: «Please approve payment of invoice [number] to [supplier] by [date].»
A second example from India
Vistar Interiors finished an office fit-out for a Pune firm in September.
Invoice VI-0931 for ₹2,36,000 was due on 15 October and is still open.
On 20 October Vistar sends the letter to the firm's accounts head by email.
It gives a new date of 31 October and the UPI ID of the business.
The firm pays on 29 October and Vistar sends a payment acknowledgement.
The same request as an email
Subject: Payment request for invoice [number] due on [date]
«Dear [name], invoice [number] for [amount] was due on [date]. Please arrange payment by [new date]. The invoice and payment details are attached. Kind regards, [your name].»
Send the email first and the signed letter if the client asks for one.
Let the reminders go out on their own
Makatea sends the reminder on WhatsApp and email before and after the due date. When the client pays, Makatea records it and stops the messages. Try it free for 14 days, no card needed.
Free on Makatea: proforma invoice template · rent receipt template · free invoice generator
Frequently asked questions
How do I politely ask for payment in a letter?
Name the invoice, the amount and a new date in the first lines. Thank the client and make paying easy.
When should I send a payment request letter?
A few days before the due date or the day after it passes.
Should I add late fees to the first request?
No. A first request stays friendly. Fees belong in a later letter if your terms allow them.
Can I send it by email?
Yes. Paste the text into the email and attach the invoice as PDF.
How do I write a letter requesting advance payment from a company?
State the amount of the advance and the date it is due. Explain that work starts once it arrives.
What is a payment requisition letter?
An internal letter that asks a manager to approve a payment to a supplier. It names the invoice and the date.
What comes after a payment request letter?
A collection letter, then a final demand letter if the debt stays open.
How do I write a strong letter for an outstanding payment?
Put the days overdue and the amount in the first line. Ask for full payment by a near date and name the next step.
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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