Polite payment reminder to a client
Three escalating payment reminders — friendly, firm, final — that stay professional and keep the relationship. Paste this prompt into ChatGPT, Gemini, Grok or Claude, change the parts in brackets to suit you, and generate.
- Written for
- ChatGPT, Gemini, Grok, Claude
- Status
- Tested 9 Oct 2026 in Grok, 9 Oct 2026 (one run; model id not exposed)
- Test settings
- The page's exact default prompt was run once in Grok on 9 Oct 2026. The default details already written on the page were the input. They are illustrative, not a record of a real event. ChatGPT and Gemini were not used. The first result was kept.
- Variability
- A different set of details, or another run, will change the wording. This is the first result for the defaults on this page.
Prompt
Write payment reminders for an unpaid invoice. Keep them polite, clear and professional. Client: Mr. Arora, Arora Traders Invoice details: Invoice #INV-114, ₹42,000, for website design, due 10 September Days overdue: 17 How they can pay: Bank transfer or UPI (details on the invoice) Write 3 messages: 1. Friendly reminder (under 60 words) — assume they forgot; include amount, invoice number, due date, how to pay. 2. Firm reminder (under 80 words), for 7 days later — restate facts, ask for a payment date. 3. Final notice (under 100 words), for 14 days later — calm, factual; say what happens next only if I tell you (otherwise leave a [NEXT STEP] note for me to fill). Each: email subject line + body, and a 1–2 line WhatsApp version. No threats, no sarcasm, no invented late fees or legal claims. Use only my facts. Offer a version for a client who has replied asking for more time.
Customise
For example: Mr. Arora, Arora Traders.
For example: Invoice #INV-114, ₹42,000, for website design, due 10 September.
For example: 17.
For example: Bank transfer or UPI (details on the invoice).
Fields start with illustrative values; replace them with your own facts. The prompt updates as you type. Copy prompt copies your version.
Example output
Actual tested output. The notes used for this result are an example, not a real event. This box is not copied. Replace the notes above with your own before you paste the prompt.
1. Friendly reminder (send now; 17 days overdue) Subject: Invoice INV-114 is unpaid Dear Mr. Arora, In case this was missed: invoice #INV-114 for ₹42,000, for website design, was due on 10 September and is unpaid. Please pay by bank transfer or UPI. The details are on the invoice. Thank you. WhatsApp: Mr. Arora, invoice #INV-114 for ₹42,000 (website design) was due 10 September and is unpaid. Please pay by bank transfer or UPI; details are on the invoice. 2. Firm reminder (send 7 days after the first) Subject: Please confirm a payment date for INV-114 Dear Mr. Arora, Invoice #INV-114 for ₹42,000, for website design, was due on 10 September and remains unpaid. This note is the follow-up seven days after the first reminder. Please pay by bank transfer or UPI, using the details on the invoice, and reply with the date you will send it. Thank you. WhatsApp: Invoice #INV-114 for ₹42,000, due 10 September, is still unpaid. Please pay by bank transfer or UPI (details on the invoice) and reply with the date you will pay. 3. Final notice (send 14 days after the first) Subject: Final notice on unpaid invoice INV-114 Dear Mr. Arora, This is a final notice on invoice #INV-114 for ₹42,000, for website design, due 10 September, which is still unpaid. It follows the earlier reminders. Payment can be made by bank transfer or UPI; the details are on the invoice. [NEXT STEP] Please reply if payment has already gone out and the reference has not reached me. Thank you. WhatsApp: Final notice: invoice #INV-114 for ₹42,000, due 10 September, is still unpaid. Pay by bank transfer or UPI (details on the invoice). [NEXT STEP] Reply if you have already paid. If they have asked for more time Subject: INV-114, please send the date you will pay Dear Mr. Arora, Thank you for replying, and for saying you need more time. Invoice #INV-114 is ₹42,000 for website design, and it was due on 10 September. Please reply with the date you will pay. Bank transfer or UPI details are on the invoice. Thank you. WhatsApp: Thank you for telling me you need more time. Please send the date you will pay invoice #INV-114 (₹42,000, due 10 September) by bank transfer or UPI.
How to use it
- Open ChatGPT, Gemini, Grok or Claude.
- Paste the prompt and replace the [BRACKETS] with your details.
- Review names, facts and the requested format; follow up with corrections or missing details.
How to use this prompt
- Fill Customise with your real details. Do not let the tool guess a missing fact. Write the missing information clearly if you need to.
- Press Copy prompt and paste it into the AI app named above. This page copies the prompt. The answer is created in the external app.
- Check names, facts, numbers, language and the format you asked for. If something is wrong or incomplete, ask for a correction.
Good to know
- The AI does not know your contract terms; add late fees or next steps only if your agreement allows them. General communication help, not legal advice. Run once in Grok on 9 Oct 2026 using the illustrative defaults on this page. Check the draft against your own facts before you use it.
- Check facts before you rely on the answer.
