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How to ask for payment politely via text message (+examples)

how to ask for payment politely text message

Chirp… chirp. Crickets.

That’s all you’ve heard since you sent the invoice. The due date’s passed, and your accounting software is still showing a big, fat zero.

Should you send a gentle nudge? Follow up with a firmer message? Or does that make things awkward? Luckily, there’s a way to get paid while keeping the client relationship intact. 

This guide is here to help with ready-to-use payment reminder templates, best practices, and examples of messages that are firm yet friendly. Plus, we’ll show how you can make managing follow-ups seamless and stress-free.

Let’s turn those crickets into cash.

Why sending polite payment requests over text works

Payment reminder messages are hard to miss and easy to act on — they pop up right on your client’s lock screen, so you know your message gets seen. Here’s why they’re so effective:

  • Higher open rates: Text messages have a 98% open rate, significantly outpacing email. Chances are your clients are more likely to see your reminder as a text than an email buried under promotional clutter.
  • More convenient for both parties: Texting is quick and easy, and responding is just as simple. This encourages clients to respond — whether it’s an apology, a question, or a payment confirmation — making it easier to keep the conversation going.
  • Less intrusive than phone calls: While a phone call might seem more personal, it can overwhelm your clients, especially if they’re busy. A text gives them the flexibility to respond whenever they can while still getting your message across.

But how do you even get started with writing payment reminder texts?

5 steps to ask for payment politely (+ examples)

Here’s a step-by-step guide to crafting polite and professional payment reminders, complete with ready-to-use templates:

Step 1. Get consent to text clients

Before sending any payment reminders, be sure you have explicit permission to communicate with clients via text. This establishes trust and keeps you compliant with SMS regulations like the TCPA (Telephone Consumer Protection Act).

Here’s how to get consent:

  • Include an SMS opt-in checkbox on forms or contracts.
  • Request permission during onboarding or initial communication (note that you will still need to get written consent to be compliant).
  • Send a message asking clients to confirm their willingness to receive texts from your business. 

To help you get started, here are some examples of consent request messages you can use to confirm they wish to receive payment reminders:

Hi [Client’s Name], this is [Your Name] from [Business Name]. We’d like to send payment reminders and updates via text for your convenience. Reply ‘Yes’ to opt in!

or:

Hello [Client’s Name], to help you stay updated on payments and services, [Business Name] will send text messages to this number. Reply ‘Yes’ to confirm your consent.

Pro tip: Compliance and texting etiquette don’t end with consent. Not texting clients outside their standard business hours is another requirement. OpenPhone allows you to schedule text messages based on your client’s timezone so that you respect business hours. 

Image of openPhone's scheduling feature

Step 2. Introduce yourself and state the purpose of the text

Start each text by providing your name and your business’s name and clearly stating why you’re reaching out. This gives your clients context and sets a professional tone for your message. Following this with a clear explanation of the payment details also removes ambiguity.

Need inspiration for how to sound? Here are a few examples of payment reminder texts to guide you:

Friendly reminder for an upcoming payment:

Hi [Client’s Name], this is [Your Name] from [Business Name]. Just a quick reminder that your payment of [Amount] is due on [Due Date]. Please let me know if you have questions. Thanks!

Polite overdue payment follow-up:

Hi [Client’s Name], [Your Name] from [Business Name] here. I’m following up on your payment of [Amount], which was due on [Due Date]. Let me know if you need assistance. Thanks!

Firm reminder for a long-overdue payment:

Hi [Client’s Name], this is [Your Name] from [Business Name]. The payment of [Amount] for [Service] is overdue by [X days]. Please ensure it is settled by [New Due Date] to avoid [consequence]. If there’s an issue, please let me know immediately.

Step 3. Outline payment details

Always include all the relevant payment details in your text. This reduces follow-up questions and makes it easy for clients to take action immediately.

Here’s what to include:

  • The amount due
  • The due date
  • Payment methods
  • Applicable payment links

Here are some examples of how to clearly present payment details in your texts:
For payments in installments:

Hi [Client’s Name], this is [Your Name] from [Business Name]. Just a reminder that your installment of [Amount] for [Service] is due by [Due Date]. Use this link to pay: [Insert Link]. Let me know if you have questions!

For overdue payments:

Hi [Client’s Name], this is [Your Name] from [Business Name]. Your payment of [Amount] for [Service] on [Date] is overdue. Please pay by [New Due Date] using [Payment Link]. Let me know if you need assistance.

Step 4. Maintain a friendly but professional tone

Your tone should be clear and respectful. Show your clients you understand that life happens by being considerate of their situation but maintaining enough firmness to encourage timely action.

You can also adjust your tone based on how overdue the payment is. A payment that’s just a few days late can be handled more gently than one that’s been overdue for a month or longer. 

Here are examples of friendly yet professional messages you can use:

For a friendly reminder: 

Hi [Client’s Name], I’m following up on the payment of [Amount] for [Service]. If you’ve already taken care of it, thank you! If not, please pay by [New Due Date] to avoid late payment fees.

For an upcoming due date:

Hi [Client’s Name], I hope this message finds you well! Just a quick reminder about your upcoming payment of [Amount] for [Service] on [ Due Date]. You can pay here [payment link] or let me know if there’s an issue. Thanks!

Now, here are some examples of how not to sound:

Too lenient: 

“Hi [Client’s Name], I just wanted to check in to see if you’ve had a chance to look at the payment for [Service]. No rush, but let me know when you can at your earliest convenience. Thanks!”

Too confrontational: 

“Hello [Client Name], your payment of [Amount] is overdue by [Days]. Settle it immediately to avoid further consequences.”

Step 5. Follow up if necessary

Tailor the frequency of the follow-ups to the situation. If the payment is just a few days overdue, one quick follow-up can get the job done. For long-overdue payments with multiple reminders, you might have to follow up more frequently.

But what makes a good follow-up?

  • Acknowledge previous attempts: Reference earlier reminders to show you’ve been proactive and consistent. Remind the client that this isn’t the first outreach.
  • Restate payment details: Include all relevant payment deadline information in every follow-up: the amount due, the service provided, the due date, and the payment options (e.g., credit card, cash, etc.). This eliminates ambiguity and makes it easy for the client to take action.
  • Be context-specific: Tailor your tone and message to the situation. A first follow-up might be friendly and understanding, while a third follow-up for a significantly overdue payment may require a firmer approach. Think about the type of client relationship as well — long-term clients may need a gentler nudge than a one-time customer.
  • Communicate consequences when appropriate: For non-payments that are significantly overdue, it’s important to outline the potential consequences (e.g., late fees or even legal action) without sounding aggressive. This encourages prompt action while maintaining a professional tone.

Here are some follow-up message templates you can use:

For a friendly follow-up:

Hi [Client’s Name], I hope you’re doing well! I’m following up on the payment reminder I sent on [Date]. The payment of [Amount] for [Service] is still outstanding. Let me know if I can assist with anything. Thanks!

Neutral follow-up after no response:

Hi [Client’s Name], this is [Your Name] from [Business Name]. I’m checking in again about the payment of [Amount] for [Service], overdue as of [Due Date]. Please let me know if you need assistance.

Final firm follow-up:

Hi [Client’s Name], this is my third attempt to contact you regarding the overdue payment of [Amount] for [Service]. Please settle your account by [Final Due Date] to avoid [implications].

Simplify payment requests with OpenPhone

If the crickets are getting louder every day your invoice goes unpaid, OpenPhone is here to help. Our calling and messaging solution for small businesses makes following up easier and less awkward so you can get paid without the hassle.

To make sure you have the time to focus on what matters most, OpenPhone streamlines the process of managing payment reminders with: 

  • Snippets: Save templated messages for any scenario — initial payment reminders, follow-ups for overdue invoices, and recurring subscription notifications.
  • Scheduling: Ensure messages are sent during each client’s local business hours to stay compliant, increase response rates, and respect their time.
  • Automations: Follow-ups go out at regular intervals unless clients message you and confirm payment first.
  • A shared inbox: Keep your team aligned by showing who’s been reminded, when, and how, eliminating duplication and providing a better client experience.

Ready to take control of your cash flow and make payment requests a breeze? Try OpenPhone free for seven days.

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