How to Request Payment Politely: WhatsApp and Email Examples
Chasing payment can feel uncomfortable, but a clear reminder is part of running a business. The message should identify the invoice, state the amount and ask for a specific update without sounding hostile.
Before sending a reminder
Confirm:
- The invoice was sent to the correct person.
- The amount and due date are correct.
- The customer has not already paid.
- The invoice contains the required purchase-order or LPO reference.
- There is no unresolved dispute about the work.
Friendly WhatsApp reminder before the due date
Hello Ada, this is a quick reminder that invoice INV-2026-0214 for ₦180,000 is due on Friday, 5 June. Please let me know if you need the invoice sent again. Thank you.
Email reminder before the due date
Subject: Reminder: invoice INV-2026-0214 is due on 5 June
Hello Ada,
This is a friendly reminder that invoice INV-2026-0214 for ₦180,000 is due on Friday, 5 June.
I have attached it again for convenience. Please let me know if your accounts team needs any other information.
Thank you,
Chinedu
First overdue reminder
Hello Ada, I am following up on invoice INV-2026-0214 for ₦180,000, which was due on 5 June. Could you please confirm the payment status or advise when payment is expected? I can resend the invoice if needed.
Reminder when the customer promised a date
Hello Ada, thank you for confirming that invoice INV-2026-0214 would be paid today. I am checking whether the transfer has been processed. Please send the payment reference when available.
Part-payment reminder
Hello Ada, thank you for the ₦100,000 payment against invoice INV-2026-0214. The remaining balance is ₦80,000. Please confirm when the balance will be settled.
Firm final follow-up
Subject: Action required: overdue invoice INV-2026-0214
Hello Ada,
Invoice INV-2026-0214 for ₦180,000 remains unpaid despite our previous reminders. It was due on 5 June.
Please arrange payment or provide a written update by 12 June. If there is a dispute or missing document, tell us immediately so we can resolve it.
Regards,
Chinedu
What not to write
Avoid insults, public threats, vague accusations and messages sent repeatedly within a few hours. Do not claim legal consequences or charges that were not part of the agreed terms.
Instead of “Why have you refused to pay?”, ask “Could you confirm the payment status?” This keeps the conversation focused on the next action.
Make it easy to pay
Every reminder should include or link to:
- the invoice
- amount and currency
- bank or payment details
- due date
- payment reference
- a contact for questions
You can create an invoice online and add payment instructions. If your business sends repeated reminders, consider the reminder and tracking features available on the upgrade page.
When the problem is the invoice
Payment may be delayed because the customer needs an LPO number, signed delivery note, corrected business name, vendor registration document or clearer description. Ask the accounts team what is missing instead of sending the same reminder again.
Read our guides to invoice payment terms, late-payment penalties and client payment disputes.
Frequently asked questions
How soon should I remind a customer?
Send one reminder shortly before the deadline, then follow up promptly after the due date. Adjust the timing for the relationship and agreed terms.
Is WhatsApp professional enough?
It can be, especially where the customer already uses it for business. Keep the message clear and attach the formal invoice.
What if the customer does not reply?
Try the authorised accounts contact, keep a written record and follow the escalation process in your contract or payment policy.