Writing a payment request email may feel burdensome to many people. It’s tricky to sound polite AND persuasive; plus, you may be afraid to come off as rude.
We get the struggle.
Normally, you would receive payment for a job done according to an agreement. However, if the payment due date has arrived but the money hasn’t, you may be forced to send a payment reminder email. So, how do you politely ask for payment? And how to write a solid payment request letter? Read this article to find out!
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No one likes sending payment request emails.
But no one likes late payments either, especially freelancers and small businesses, as they’re less likely to have safety net money.
Even though we understand that receiving money that somebody owes us is normal, why do we struggle with payment reminder letters that much? Psychology has a few good reasons:
Asking for money can be problematic due to the same reason why some people find it hard to ask for help – we’re hardwired to do things on our own and feel uneasy about surrendering the control of events to someone else.
There’s a thin line between healthy doubts on whether you’ve delivered your best work and constantly feeling not good enough even when your work is objectively good.
Thus, for those struggling with imposter syndrome – never-ending profound disbelief of your professional competence – writing a payment request email is especially triggering as it can take you down the rabbit hole of feeling like a fraud even if it’s not true.
Another side of human nature is the need to be liked. Back in the days (think prehistory), being liked by others equaled being fed and protected. Thus, it’s natural to feel uncomfortable communicating things that may cause other people to react negatively. And payment reminder letters can be such a case.
The reasons listed may or may not be why you struggle writing payment request emails. It could also be that you simply haven’t written one previously and would like to learn how to do it best. Anyhow, let’s dive into tips on how to politely ask for payment!
While there aren’t strict rules that need to be obeyed when writing a payment request letter, there are several things you can bear in mind to ensure your email is polite.
The subject line is the first thing an email receiver reads. Thus, it’s in your best interest that it’s direct and informative. And when it comes to payment reminder letters, it’s good that the subject line is polite, too.
Add such phrases as “friendly reminder”, “update on the invoice #X/ update on the payment”, “invoice #X past due”, or something along those lines to remain professional yet provide a clear reason for sending the email.
It’s understandable that not receiving payment on time causes frustration. When a payment is overdue for a more extended time, frustration can grow into a broad spectrum of anger that whispers into your ear to send an emotional payment request email to your debtor.
It’s better if you don’t do that.
Stick to professional language at all times – it not only helps to maintain a decent relationship with your client but also shows that you’re a true professional.
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