How to ask for payment politely and professionally (with email templates)

You’ve completed a project, delivered excellent work, and issued an invoice weeks ago—yet you’re still waiting to get paid. Frustration builds as reminders go unanswered, leaving you questioning your next steps. Whether it’s to cover your bills or simply avoid unnecessary hassle, learning how to ask someone to pay you for work is an essential skill for any contractor.

Most contractors have at least one horror story of chasing down overdue payments, which often has them feeling more like a detective than a freelancer. To help you avoid the rigmarole, this guide will walk you through how to ask for payment politely and professionally, offering practical steps and email templates for every stage of the process.

When to send a payment request email

Timing matters when sending payment requests. Here’s when to follow up:

• Initial payment request: Send your first invoice as soon as the project is complete.
• Reminder email: If payment is past due, send a polite reminder one day after the due date.
• Second reminder: If there’s no response, follow up again one week later.
• Final reminder: If payment is overdue by two weeks, add a note about potential late fees or legal action.

If you want your payment request to stand out, consider sending the reminder emails at some point early in the morning before the work day (6 a.m. to 8 a.m.), in advance of your client's inbox getting flooded with other tasks.

Step 1. Send an invoice as soon as the project is completed

Contractors should initiate a letter requesting payment or invoice as soon as they complete their assigned project. This ensures that the payment process starts promptly, reducing delays.

Typically, this involves addressing client feedback, submitting final drafts, or completing any agreed-upon revisions. Once these steps are completed, you’re entitled to get paid for your work. If you're unsure whether all deliverables have been finalized, contact your supervisor to confirm there’s nothing more you need to do. 

After confirmation, immediately send an invoice email. A well-organized invoice should include:

• The date
• An invoice number
• A brief description of services provided
• The total amount due
• A due date—often two weeks or a month after submission

Attach the invoice to your payment request email and send it to the client contact or payroll department, as directed.

If this is your first time working with a client, additional steps may be required. Complete forms such as a W-9, provide your banking details, and sign a contractor agreement that outlines payment terms, timelines, and late fees. These safeguards clarify how payments will be processed and set expectations for both parties.

Each client may have unique payment workflows. Some processes are straightforward, while others may feel convoluted, requiring multiple forms or contact points. If you find the process unclear, politely seek guidance from your project manager.

When drafting your first payment request email, ensure it’s clear and professional. Here’s an example:

Email template for your first payment request

Subject line: Invoice [Invoice Number/Brief Project Description]

Hello [Client's Name],

I'm attaching my invoice for [brief description of your services] to this email, due by [due date]. Please let me know if you have any questions or need additional details.

Thank you,
[Your Name]

Step 2. Send an email reminder if the invoice hasn’t been paid

Say the due date on your invoice is here and you haven't been paid yet. Take a deep breath and follow up!

Since your client needs a payment reminder, you can reattach the original invoice and, like the first email, keep the message short, polite, and direct. 

Email template for following up on your payment due date

Subject line: Payment for invoice [number] due date

Hello [client name], 

Hope all is well. Wanted to remind you that my invoice [number] for [brief description of services] is due today. 

The bill of [amount owed] is payable by direct deposit to the [bank, account number].

Thank you, 

[your name]

Step 3. Reach out by phone, if applicable

Most recipients reply to emails within two days. However, if you haven’t received a response after sending a follow-up reminder email, it’s time to escalate. Send a quick note, such as:

"Hello, I hope all is well. Could you confirm receipt of my last email?"

If there’s still no response after two more days, the next step is to pick up the phone. Phone calls are often more effective than email because they create a sense of urgency and allow for immediate clarification about the payment status.

When making the call, be prepared to discuss key details like the amount owed, the original payment deadline, and the services covered in the invoice. While it’s natural to feel frustrated at this point, approach the conversation professionally. Begin by introducing yourself and calmly explaining the reason for your call. A polite tone helps maintain goodwill, as delays are sometimes caused by unintentional payroll errors.

For example, you might say:

"Hi, this is [Your Name]. I’m following up on an invoice I sent for [brief description of services]. I noticed it’s past the due date and wanted to confirm if there are any issues I can help resolve to facilitate payment."

If your client doesn’t answer the phone, leave a message reiterating this information. It can be difficult to know how to ask for payment professionally in a message, but just mention that you’ve followed up via email and invite them to call or email you back. If another week passes without a response, send a more assertive email. This follow-up can include a mention of late payment fees if those were outlined in your agreement.

Step 4. Consider third-party help or legal action

If your client violates your payment terms and continues to give you the runaround after repeated reminders, you should seek third-party help. 

One option is to hire a collection agency. These services can put pressure on clients to finally pay, through public records searches and dinging business credit scores. Unfortunately, they usually charge somewhere between 10% and 50% of the amount they collect. 

Another option is to hire an attorney to sue your client. This can be a long, onerous process that costs money. But it's important to hold companies legally accountable for the money they owe you when all else fails. Sometimes the threat of litigation puts enough pressure on clients to pay up. 

Lawyers will help inform you of your rights, as different jurisdictions have different laws for how contractors can recoup the payment they're owed. Contractors in the UK can charge statutory interest for late payments of 8% on top of the Bank of England base rate for business-to-business transactions. Independent contractors in the US who haven't been paid on time may be able to take clients to small claims court, but may also have a difficult time getting money—even if a judge rules in their favor. 

You should also ensure that you are, in fact, a contractor, and are not being held responsible for duties that resemble an employee. If you've been misclassified, you could be entitled to back pay and benefits.

Overdue payment email templates

If a whole month goes by and you haven't gotten paid, you're likely entitled to late fees. Check the original contractor agreement and you should find language about payment being due within a month of invoicing. Since the client breached those terms at this point, let them know in your next payment request email. 

Email template for an invoice one to three weeks overdue

Subject line: Payment for invoice [number] is [time since due date] overdue

Hello [client name],

Writing again to remind you of your outstanding payment on invoice [number] for [brief description of services]. The invoice is now [time since due date] overdue. Wanted to remind you of a late fee for all invoices after 30 days. 

Let me know if you have any questions. If not, please send the payment of [amount owed] as soon as possible. Attaching a copy of the invoice to this email for reference.

Please confirm receipt of this email. Thank you and hope all is well, 

[your name]

Email template for a payment one month overdue

Subject line: Payment for invoice [number] is 30 days overdue

Hello [client name],

Invoice [number] for [brief description of services] is now a month overdue. Per my contractor terms, a late payment fee of [daily fee stipulated in contractor agreement] per day will start tomorrow.

Please let me know if you have any questions about the payment terms. Otherwise, please send the payment of [amount owed] immediately via direct deposit to [bank, account number]. I've attached another copy of the outstanding invoice to this email. 

Please pay your invoice and confirm receipt of this message. Thank you, 

[your name]

4 Tips to avoid late payments

To minimize the chances of late payments from clients, consider implementing these strategies:

1. Establish clear payment terms upfront

Clearly define your payment expectations in your contract, including due dates, acceptable payment methods, and consequences for late payments. Ensure your client acknowledges and agrees to these terms before beginning the work. Specify the invoice terms, such as NET 15 or NET 30, to set clear expectations from the start.

2. Ask for advance deposits

Requesting a deposit or partial payment upfront can help secure the client's commitment and cover your initial costs. This practice not only provides a financial cushion but also sets the tone for timely payments later in the project​.

3. Simplify the payment process

Make it easy for clients to pay by offering multiple payment options, such as direct deposit, bank transfers, or online payment platforms. Streamlining the invoicing process with professional tools that send automatic reminders and allow for one-click payments can further reduce delays​.

4. Enforce late payment policies

Include a late fee clause in your payment terms to discourage delays. For example, specify a percentage fee that applies to overdue payments after a grace period. Communicate these consequences clearly and politely when issuing invoices​

5. Send timely reminders

Be proactive with invoice follow-ups. Send a polite reminder a few days before the due date and follow up immediately if the payment is late. Automated invoicing tools can help schedule and manage reminders efficiently​.

These measures help foster professionalism, set clear expectations, and create a smoother payment experience for both you and your clients.

What not to do when asking clients for payment

Don’t email before the due date

Reaching out before the agreed-upon payment deadline can come across as presumptive or unprofessional. Always wait until the payment is overdue before sending a polite reminder. This ensures you respect the agreed-upon terms and fosters trust between you and your client​.

Don’t let emotions take over

Frustration about delayed payments can be natural, but expressing anger or making accusations can escalate the situation. Keep communications professional, polite, and focused on the facts rather than emotions.

Don’t use vague or inconsistent communication

Vague language or poorly formatted payment requests can lead to confusion and payment delays. Be specific about the invoice number, amount due, due date, and payment methods available. Consistency in tone and details throughout your reminders reinforces clarity and professionalism​.

Don’t adopt a confrontational or aggressive tone

An aggressive approach can strain your relationship with the client and reduce the likelihood of a resolution. Instead, keep your tone polite and solution-oriented. Even if a payment is overdue, assume good faith and focus on resolving the situation calmly.

How to ask for payment FAQs

How can I make the payment process easier for my clients?

To make the payment process smoother for your clients, offer multiple payment options such as direct deposit, bank transfers, or PayPal. Ensure your invoices are clear and detailed, including the payment due date and any late fees, so there’s no confusion. Providing a payment portal or link can also streamline the transaction process. Automating reminders for overdue payments can further reduce delays and make it more convenient for clients to pay on time.

What should I do if a client consistently delays or avoids payment?

If a client frequently delays or avoids payment, it's essential to review your contract for clear payment terms and include late payment penalties. You can introduce upfront deposits or request milestone payments for larger projects to ensure timely compensation. If the issue persists, maintain a polite but firm stance, send payment reminders, and consider involving a collections agency or pursuing legal action if the debt becomes substantial.

Is it acceptable to ask for partial payments upfront?

Yes, asking for partial payments upfront is a standard practice, especially for large or long-term projects. This ensures you're compensated for the initial work and helps secure your income throughout the duration of the project. When making a partial payment request, make sure the terms are clearly outlined in the contract, specifying the amount and payment schedule tied to milestones or project stages.

How do I handle payment disputes?

In the case of a payment dispute, first ensure that all terms in the contract were met and then communicate with the client to clarify any misunderstandings. Provide documentation, such as emails or signed agreements, to support your case. If the dispute cannot be resolved amicably, you might consider offering a compromise, such as a partial refund or revision. If necessary, escalate the issue through legal channels or mediation.

This blog is based on information available to Rippling as of November 22, 2024.

Disclaimer: Rippling and its affiliates do not provide tax, accounting, or legal advice. This material has been prepared for informational purposes only, and is not intended to provide or be relied on for tax, accounting, or legal advice. You should consult your own tax, accounting, and legal advisors before engaging in any related activities or transactions.