Payment reminder message examples
A good payment reminder is short and polite: it names the person, the amount, the due date and how to pay. Copy the messages below and replace the parts in square brackets with your own details.
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What should a payment reminder include?
Five things are enough: a greeting with the person’s name, who it is from, the amount, the due date and how to pay. Every extra sentence makes the message longer and less likely to be read.
- Name: Start with "Hi [Name]" so it does not look like a mass message.
- Who it is from: Give your shop’s name. The customer may not have your number saved.
- Amount: Give the exact figure, not "a small balance".
- Date: Say when it is due or by when you would like it paid.
- How to pay: In the shop, by card or by bank transfer. Put your bank details at the end.
Match the tone to the customer. A regular you know well can get a warmer, first-name message; a newer customer may prefer something more formal.
Ready-to-send payment reminders
Fill in the brackets: [Name] is the customer, [Shop] your shop, [Amount] what is owed, [Date] the due date and [Bank details] your account number or IBAN.
Hi [Name], this is [Shop]. Your account shows [Amount]. Whenever it suits you, you can pay in the shop or send it to [Bank details]. Thanks very much, have a good day.
Hi [Name], a quick reminder that [Amount] is due on [Date]. You can pay in the shop or to [Bank details]. Thank you, [Shop].
Hi [Name], the [Amount] that was due on [Date] is still open. I thought it might have slipped your mind. Could you drop by or send it to [Bank details] this week? If something has come up, just let me know and we will work something out. [Shop]
Hi [Name], your installment of [Amount] is due on [Date]. Installments left: [Count]. You can pay in the shop or to [Bank details]. Thanks, [Shop].
Hi [Name], thank you for the [Paid] you paid today. Your remaining balance is [Amount]. It would be great to settle the rest by [Date]. Have a good day, [Shop].
Hi [Name], I have written a few times about your balance of [Amount]. Please settle it by [Date]; until then I won’t be able to add new credit. If one payment is hard, we can agree on smaller parts. Please get back to me. [Shop]
Hello [Name], I have sent [Amount] to your account today. By my records my remaining balance is [Remaining]. If that matches yours, a quick confirmation would be appreciated. Best regards, [Shop].
Hi [Name], wishing you a happy holiday in advance. We are closing accounts before the break, and yours shows [Amount]. If you can, please drop by or send it to [Bank details] before the holiday. Thank you, [Shop].
Hi [Name], your month-end balance is [Amount]. As we agreed, paying on your payday would be perfect. Bank details: [Bank details]. Thanks, [Shop].
For a message with your own details filled in, the payment reminder generator writes one from the name, amount and tone you choose. The IBAN QR code generator lets customers scan your bank details instead of typing them.
When and how often should you send reminders?
The best times are a day or two before the due date and shortly after it passes, always in daytime hours. Rather than messaging again and again, set a steady routine and stick to it.
| Situation | When | How often |
|---|---|---|
| Due soon | A day or two before the due date | Once |
| Overdue | Within a few days after the due date | At most once a week |
| Long open | At the start of the month or on payday | Once a month |
| Final reminder | When earlier messages got no reply | Once, with a clear date |
- Write during the day; avoid early mornings, late nights and weekend mornings.
- Hold off on religious holidays, family events and days of mourning.
- When a payment arrives, say thank you straight away; it works as well as a reminder.
What tone works best?
Calm, short and respectful: give the facts without blaming. Most late payments come from forgetting or a tight month, not bad intent.
- Use a face-saving line such as "it might have slipped your mind".
- Offer a way forward: part payment, another date, bank details.
- Get a little clearer each time, never harsher.
- Prefer text to voice notes; text stays as a record.
What should you never write in a reminder?
No threats, no insults and nothing that embarrasses the customer in front of others. These lose you the customer and can get you into legal trouble.
- No threats: Never write things like "I’ll tell everyone" or "I’ll come to your house".
- No public shaming: Do not post a debt in a group chat, on social media or on a board in the shop.
- No telling others: Do not discuss someone’s debt with neighbours, relatives or their employer. What a person owes is personal information, and privacy rules in many countries limit sharing it.
- No late-night messages: A debt message at night is intrusive and comes across as rude.
- No flooding: Several messages a day or repeated calls feel like pressure.
How do you send reminders from Baki Fast?
Open the customer’s account and tap remind: a message with their name and balance is ready to go on WhatsApp or SMS, and you can edit it before sending. After every credit sale or payment you can also send a short note.
With Pro you write your own reminder message once, get due-date alerts and send overdue reminders one by one from a queue. See payment reminders.
Questions
How many reminders should I send?
One before the due date, then at most one a week after it. If there is still no reply, send a single final reminder with a clear date, then talk by phone or in person.
Is it safe to put my bank details in a message?
An account number or IBAN is meant for receiving money and cannot be used on its own to take money out. Still, send it only to your own customers and make sure the account name matches yours.
What if the customer does not reply?
Wait a week or two, send an account statement and give them a call. If that fails too, read rules for selling on credit and ask a local lawyer about formal steps.
Can I send reminders in a group chat?
No, a debt should always be a private message. Posting it in a group embarrasses the customer and breaks their privacy.