Customer message guides

A payment reminder can be clear and polite.

Help the customer identify the invoice and understand what you need from them. Start with the facts, keep the tone calm and leave a straightforward way to reply.

Write a reminder →

Check your payment records, invoice reference, amount and agreed due date before sending. Replace every bracketed detail below. Trade Message writes wording; it does not check invoices, track payments or collect money.

01 · FIRST REMINDER

A short reminder with the right details

Use this after checking that the amount is due and still outstanding in your records. Give the invoice reference and job description so the customer can find it.

Hi [customer name],
A quick reminder about invoice [invoice reference] for [job description]. My records show £[outstanding amount] is still due.
If you’ve already paid, please let me know so I can check. Otherwise, please use the payment details on the invoice.
Many thanks,
[your name]

Use the outstanding balance, not the original total, if a part-payment has been received. Do not send this wording when payment is not yet due.

02 · ASK FOR AN UPDATE

Ask when payment is expected

Useful after an earlier reminder, when you need a clear response. Keep the request specific without adding a new deadline or charge.

Hi [customer name],
I’m following up on invoice [invoice reference] for [job description]. My records show an outstanding balance of £[outstanding amount], due on [agreed due date].
Could you please let me know when I can expect payment? If you’ve already paid, please send the payment date and reference so I can check.
Many thanks,
[your name]

Only include a due date that was actually agreed. Keep the reminder consistent with the invoice, without inventing a new deadline or extra charge.

03 · CHECK FOR A QUESTION

Find out whether something needs clarifying

Useful when you want to check the invoice was received and give the customer an opportunity to raise a question.

Hi [customer name],
Could you confirm you received invoice [invoice reference] for [job description]?
My records show £[outstanding amount] is still due. If there’s a question about the invoice or the work, please let me know so we can discuss it.
Many thanks,
[your name]

Respond to any actual question before reusing another reminder. The wording should follow the conversation, not replace it.

Before you press send

Check for recent payments and part-payments so you do not chase money already received.
Match the amount, reference and due date to your own invoice records.
Use the payment details already supplied on the invoice, and check any changes carefully.
Read the full message and remove all placeholders. Copying it does not send it or update your accounts.

Write the message. Keep your records separate.

Choose Quick message → Invoice reminder in Trade Message. Enter your checked details, then edit the preview if you want to add an invoice reference or a specific question.

Open Trade Message →