Payment Reminder Email Templates for UK Service Providers

Staring at a blank screen, trying to write a payment reminder that doesn't sound pushy or desperate? You're not alone. Here are templates you can copy and customise, plus examples of how professional reminders actually look.

Before We Start: The Right Tone

Your payment reminders should be:

• Professional - This is a business transaction
• Friendly - You have an ongoing relationship
• Clear - No ambiguity about amount or due date
• Action-oriented - Make it easy to pay

They should NOT be:

• Apologetic ("Sorry to bother you...")
• Aggressive ("Pay immediately or else...")
• Passive-aggressive ("Just wondering if you forgot...")

Template 1: Friendly Advance Reminder (7 Days Before)

Subject: Upcoming: {Student}'s January payment

Body:
Hi {Parent Name},

Just a friendly heads-up that {Student}'s tutoring payment of £{Amount} is due on {Due Date}.

You can pay easily by card using the button below, or by bank transfer if you prefer.

[Pay Now Button]

Bank transfer details:
Sort code: XX-XX-XX
Account: XXXXXXXX
Reference: {Student}-JAN

Let me know if you have any questions!

Best,
{Your Name}

Template 2: Due Date Reminder

Subject: Payment due: {Student}'s tutoring - £{Amount}

Body:
Hi {Parent Name},

This is a reminder that {Student}'s tutoring payment of £{Amount} is due today.

You can pay by card (instant) or bank transfer:

[Pay Now Button]

Bank transfer details:
Sort code: XX-XX-XX
Account: XXXXXXXX
Reference: {Student}-JAN

Thanks for your prompt payment!

{Your Name}

Template 3: First Overdue Reminder (7 Days)

Subject: Friendly reminder: {Student}'s tutoring payment

Body:
Hi {Parent Name},

I hope you're well! I noticed that {Student}'s tutoring payment of £{Amount} is now a week overdue.

No worries if it's slipped your mind - you can pay quickly using the link below:

[Pay Now Button]

If you've already paid by bank transfer, please ignore this reminder and accept my thanks!

Best,
{Your Name}

Template 4: Second Overdue Reminder (14 Days)

Subject: Payment overdue: {Student}'s tutoring - £{Amount}

Body:
Hi {Parent Name},

Your payment of £{Amount} for {Student}'s tutoring is now two weeks overdue.

Please arrange payment at your earliest convenience:

[Pay Now Button]

If there's any issue I should know about, please get in touch.

Thanks,
{Your Name}

Template 5: Final Notice (21+ Days)

Subject: Urgent: Outstanding payment - £{Amount}

Body:
Hi {Parent Name},

Despite previous reminders, your payment of £{Amount} for {Student}'s tutoring remains outstanding (now {X} days overdue).

Please arrange payment immediately to avoid any interruption to lessons.

[Pay Now Button]

If you're experiencing difficulties, please contact me so we can discuss options.

{Your Name}

Why These Templates Work

1. Progressive urgency - Tone escalates naturally from friendly to firm
2. Clear amounts and dates - No ambiguity about what's owed
3. Easy payment - Card payment button makes action simple
4. Professional - Not personal, not aggressive

The Problem With Manual Reminders

These templates work, but manually sending them has issues:

• Inconsistency - Sometimes you send them, sometimes you don't
• Time - Copy-pasting and customising takes effort
• Awkwardness - You're still the one sending them
• Tracking - Hard to remember who's received what

The Automated Alternative

RemindToPay sends these reminders automatically based on your schedule. The emails:

• Look professional (not like a mass mailout)
• Include a one-click payment link to your client's portal
• Show your business name (not "RemindToPay")
• Stop automatically when the client pays

Your clients receive friendly, professional reminders without you having to press send.

Want to stop manually sending payment reminders? RemindToPay automates the process while keeping it personal. Try free with up to 5 clients.

Automate Your Payment Reminders

These templates work great - but sending them manually still takes time and feels awkward.

RemindToPay sends professional payment reminders automatically:

• Before due date - Friendly heads-up
• On due date - Clear reminder with payment link
• After due date - Firmer follow-up sequence

Your clients get the right message at the right time. You don't have to think about it.

Start free with up to 5 clients → - no credit card required.