Payment reminder emails: the wording Soopaspace sends

What every reminder contains

Every reminder has the same layout, and the figures in it come from your records, never typed by hand:

• Your business name, and your logo and brand colour if you have set them
• An opening and a closing, in the chosen tone
• A table: Service, Date and Amount due. If part is already paid, such as a deposit, it shows Total price, Already paid and Balance due
• How to pay: your bank transfer details or payment instructions, or a Pay now button for your payment link
• An optional Pay by card button, if you take cards through Soopaspace and tick it
• Replies go to your own inbox

Gentle: three of the eight versions

Used for a hand-sent reminder when you pick Gentle, and for the first automatic reminder.

• Subject: Payment for [service]. "Hi [first name], Just a quick note about [amount] for your [service] on [date]. Whenever you get a chance, thank you!" Closing: "Already sorted? Ignore this, and thank you."
• Subject: A quick note about [service]. "Hi [first name], Hope you are well. I do not seem to have received payment for your [service] on [date] yet, so here are the details in case it slipped through." Closing: "If it has already gone through, apologies for the nudge."
• Subject: Small reminder from [business]. "Hi [first name], A friendly reminder that [amount] is still to come for your [service] on [date]. Everything you need to pay is below." Closing: "Thank you, and let me know if anything is unclear."

Firmer: three of the six versions

Used when you pick Firmer, and for the second automatic reminder.

• Subject: Payment overdue: [service]. "Hi [first name], My records show [amount] for your [service] on [date] is still outstanding. Please arrange payment at your earliest convenience." Closing: "If you have already paid, thank you, and please disregard this note."
• Subject: Payment still needed for [service]. "Hi [first name], I wrote earlier about [amount] for your [service] on [date] and I have not yet received it. Could you please pay it this week?" Closing: "If something has gone wrong, reply and let me know so we can sort it out together."
• Subject: Second reminder: [service]. "Hi [first name], This is a second reminder that [amount] is due for your [service] on [date]. The details to pay are below." Closing: "Please do let me know if there is a problem. I am happy to talk it through."

Final: three of the four versions

Used when you pick Final, and for the third automatic reminder.

• Subject: Final reminder: [service]. "Hi [first name], This is my final reminder about [amount] for your [service] on [date]. It is still unpaid despite my earlier messages." Closing: "Please pay using the details below. If you need to discuss it, reply to this email and I will respond."
• Subject: Final notice: payment for [service]. "Hi [first name], I have written to you about [amount] for your [service] on [date] and it remains unpaid. I need this settled now." Closing: "If you think this is a mistake, please reply straight away and I will check."
• Subject: Last reminder from [business]. "Hi [first name], This is the last reminder I will send about [amount] for your [service] on [date]. The payment is overdue." Closing: "Please pay today, or reply to tell me when you will."

One email for several things owed

When one email covers several items, the wording names the number of payments and the total, and the table lists each item with a Total due line. For example:

• Gentle. Subject: A quick note about [2 payments]. "Hi [first name], Just a quick note about [2 payments] that I do not seem to have received yet, [amount] in total. The details are below, whenever you get a chance."
• Firmer. Subject: Overdue payments from [business]. "Hi [first name], My records show [amount] across [2 payments] is still outstanding. Please arrange payment at your earliest convenience."
• Final. Subject: Final reminder from [business]. "Hi [first name], This is my final reminder about [2 payments], [amount] in total. It is still unpaid despite my earlier messages."

How the timing is set

The timing is yours. In Sales, the Automatic reminders card has a Send reminders automatically switch and three rows: 1. Friendly reminder, 2. Firmer follow-up and 3. Final reminder. The first is always included; the second and third are optional. The form starts at 7 days for the first, and 14 and 21 days when you tick the second and third.

• You choose how many days after something fell due each reminder goes, counted from the day of the session or the day an invoice fell due
• Each step can be set to Send it automatically or I will send it myself
• Emails go out between 9am and 6pm your time, and never less than 3 days apart for the same thing
• Each client gets one email covering everything that is due
• Anything more than 120 days overdue is left for you to chase by hand
• Pause any client from their page, and they are never emailed automatically
• A reminder you send by hand counts as the next one, and the automatic ones after it keep their spacing

What the wording never says

None of the versions mention interest, late fees, legal action or court. Automatic reminders go out with the pre-written wording for their step. When you send one by hand, you can edit the subject and wording before it goes.