These are the email templates that we use in our practice with our own clients using Chaser
Where the following fields have the following meaning:
- <our_name> = your company name
- <recipient_firstname> = your customers first name
- <invoice_refnum> = is the invoice number being chased
- <invoice_amount_owed> = is the outstanding amount of the invoice being chased. So the gross amount including VAT less any payments that have been made towards the invoice
- <date_due> = is the original due date of the invoice
- <overdue_days> = is the number of days overdue
- <sender_firstname> = your first name, include your surname if you prefer the more formal approach
- <sender_job title> = your job title, so if you are not know to the customer they will know in what capacity you are writing to them
Before Due
Email subject : <our_name>: invoice <invoice_refnum>
Hi <recipient_firstname>,
I hope you are well.
I just wanted to drop you a quick note to remind you that <invoice_amount_owed> in respect of our invoice <invoice_refnum> is due for payment on <date_due>.
I would be really grateful if you could confirm that everything is on track for payment.
Best regards
<sender_firstname>
<sender_job title>
<our_name>
Early Overdue – 7 and 14 Days
Email subject 7 Days: <our_name>: Gentle reminder of your overdue invoice <invoice_refnum>
Email subject 14 Days: <our_name>: Second reminder of your overdue invoice <invoice_refnum>
Hi <recipient_firstname>,
I hope you are well.
We have yet to receive payment from yourselves of <invoice_amount_owed> in respect of our invoice <invoice_refnum> which was due for payment on <date_due>.
If my email has crossed with your payment please accept my apologies for the unnecessary chaser. If you’ve not paid it, please do so as soon as possible.
How To Pay
——————–
Direct Debit – We prefer to take payment by Direct Debit. Follow this link to set your direct debit up and take the hassle out of manual payments. https://<our_name>.directli.co.uk/preauth/xxxxxxxxx
BACS Payments: Please quote the invoice number when making payments by BACS. Payment should be made to HSBC Sort Code : 00-00-00 / Account 12345678
Credit Card – If you would prefer to pay by Credit Card or Paypal, you can do so by following the ‘Pay Online Now’ link at the bottom of the invoice we sent you.
Best regards
<sender_firstname>
<sender_job title>
<our_name>
Medium Overdue – 21 Days
Email subject: <our_name>: Third reminder of your overdue invoice <invoice_refnum>
Hi <recipient_firstname>
I hope you are well.
We have yet to receive payment from yourselves of <invoice_amount_owed> in respect of our invoice <invoice_refnum> which was due for payment on <date_due>.
This invoice is now <overdue_days> days overdue and we would really appreciate it if you could advise when we can expect to receive payment as soon as possible.
If my email has crossed with your payment please accept my apologies for the unnecessary chaser.
How To Pay
——————–
Direct Debit – We prefer to take payment by Direct Debit. Follow this link to set your direct debit up and take the hassle out of manual payments. https://<our_name>.directli.co.uk/preauth/xxxxxxxxx
BACS Payments: Please quote the invoice number when making payments by BACS. Payment should be made to HSBC Sort Code : 00-00-00 / Account 12345678
Credit Card – If you would prefer to pay by Credit Card or Paypal, you can do so by following the ‘Pay Online Now’ link at the bottom of the invoice we sent you.
Best regards
<sender_firstname>
<sender_job title>
<our_name>
Late Overdue – 28 days and beyond
Email subject: <our_name>: Please arrange payment of your invoice <invoice_refnum> OVERDUE
Hi <recipient_firstname>
I hope you are well.
We have yet to receive payment from yourselves of <invoice_amount_owed> in respect of our invoice <invoice_refnum> which was due for payment on <date_due>.
This invoice is now <overdue_days> days overdue and is becoming really problematic for us. Please could you let us know when payment will be made as a matter of urgency.
Late payment charges may be applied to your account in line with our terms and conditions.
If my email has crossed with your payment please accept my apologies for the unnecessary chaser.
How To Pay
——————–
Direct Debit – We prefer to take payment by Direct Debit. Follow this link to set your direct debit up and take the hassle out of manual payments. https://<our_name>.directli.co.uk/preauth/xxxxxxxxx
BACS Payments: Please quote the invoice number when making payments by BACS. Payment should be made to HSBC Sort Code : 00-00-00 / Account 12345678
Credit Card – If you would prefer to pay by Credit Card or Paypal, you can do so by following the ‘Pay Online Now’ link at the bottom of the invoice we sent you.
Best regards
<sender_firstname>
<sender_job title>
<our_name>
Don’t forget to say thank you!
Hi <recipient_firstname>
I just wanted to drop you a quick note to let you that we have received your recent payment in respect of invoice <invoice_refnum>. Thank you very much. We really appreciate it.
Thanks
<sender_firstname>
<sender_job title>
<our_name>