This prompt helps you write professional payment reminder emails that get results without damaging client relationships. Perfect for freelancers, small business owners, and anyone who needs to collect overdue payments. Gemini will craft firm but friendly reminders that maintain professionalism.
Works Best With: Gemini (Google AI) | Also works with: ChatGPT, Claude
The Prompt
Write a payment reminder email for overdue invoice. Invoice details: – Client name: [NAME] – Company: [COMPANY NAME] – Invoice number: [#] – Invoice amount: [TOTAL DUE] – Original due date: [WHEN IT WAS DUE] – Days overdue: [HOW LATE] – Services provided: [WHAT THEY RECEIVED] Client relationship: – Relationship type: [NEW CLIENT, REGULAR CLIENT, LONGTIME CLIENT] – Past payment history: [ALWAYS ON-TIME, OCCASIONALLY LATE, FIRST-TIME LATE] – Previous reminders sent: [NONE, ONE, MULTIPLE] – Communication style: [FORMAL, FRIENDLY, CASUAL] Reminder approach: **For first reminder** (1-7 days late): – Assume honest oversight – Gentle, friendly tone – “Just a friendly reminder” approach **For second reminder** (8-14 days late): – More direct but still professional – Highlight urgency – Ask if there’s an issue **For third reminder** (15+ days late): – Firm and clear – State consequences (late fees, service pause) – Offer payment plan if appropriate Email structure: 1. Friendly greeting 2. Reference the work completed 3. State outstanding amount clearly 4. Due date and how late 5. Easy payment instructions/link 6. Ask if there are any issues 7. Next steps if not paid 8. Professional closing Tone: Professional, firm but respectful, not aggressive Include: – Direct link to pay invoice – Payment options available – Your contact info for questions Avoid: – Accusatory language – Passive-aggressive tone – Threats (unless truly final notice)
When to Use This Prompt
- You have overdue invoices and need to request payment professionally
- You struggle with being firm without being rude about money
- You want to maintain client relationships while collecting payment
- You need to escalate reminders appropriately based on how late payment is
What You’ll Get
Gemini will generate an appropriately calibrated reminder matched to how overdue the payment is, professional tone that’s firm without being aggressive, clear statement of amount owed and due date eliminating confusion, easy payment instructions with direct links reducing friction, empathetic inquiry asking if there’s a problem showing you care about the relationship, logical next steps if payment isn’t received setting expectations, and relationship-appropriate language considering payment history and client tenure. The message gets results while preserving the business relationship.
Why This Prompt Works
• Escalation strategy: Different approaches for 3 vs 30 days late—one size doesn’t fit all
• Relationship awareness: Longtime clients get more grace than new ones with payment issues
• Problem inquiry: Asking if there’s an issue opens dialogue instead of assuming bad intent
• Payment friction removal: Including direct payment link eliminates “I’ll pay later” excuses
How to Customize This Prompt
- [CLIENT NAME/COMPANY] — Their info
- [INVOICE #] — Specific invoice reference
- [AMOUNT] — Total due: be specific
- [DUE DATE] — Original deadline
- [DAYS OVERDUE] — Lateness: determines tone urgency
- [SERVICES PROVIDED] — What they got: reinforces value delivered
- [RELATIONSHIP TYPE] — Client history: affects approach
- [PAYMENT HISTORY] — Past behavior: first-time late gets softer approach
- [PREVIOUS REMINDERS] — How many sent: determines escalation level
Pro Tips
• Payment plans: For large amounts, add “offer installment payment option” to help clients pay
• Late fees: Request “mention late fees professionally” if your terms include them
• Personal touch: Add “reference recent conversation or project success” to maintain relationship warmth
• Final notice: For very late payments, include “write formal final notice before collections” language