Writing an effective email to applicants and registrants when they have made a payment or completed their program payments is crucial in both informing your users and lowering your support tickets.
It cancels out confusion when your applicants are paying online, confirms the action they just did and finally, and most important for you, lowers the number of support calls and emails you will need to deal with surrounding payments.
Why is confirming payment effectively so important? Giving the registrant or applicant updated information about their account balance which also acts as an additional acknowledgment that the action succeeded. This should be easy to configure with your software, and is a good detail to include to confirm in each payment receipt that the balance is paid in full, or if there is an outstanding amount.
Giving the registrant or applicant an update on their order including what they have paid so far and what is still outstanding improves overall client communication and can lower support cases due to lack of information sent to the client.
Information about how the registrant or applicant can view the information online. If you have a way to view payments and their overall information, like a dashboard, online, include this link in your email.
As you can see, the email implements all five suggestions we outlined above. There is a lot going on in this email, so we want to highlight the most important sections so you know what is really important to include in your own emails. When they make a payment online, they will probably go and check their email immediately to get their confirmation as most online stores and payments operate this way.
Giving them this information in a clear and detailed way is helpful and appreciated. The great thing about automated emails is that you can include so many details in emails to your applicants and registrants without the hassle and time it normally takes to copy and paste that same information into each email.
This email provides a detailed list, should the reader be interested, of their past payment history as well as any outstanding balance. Everyone is different, so providing a link for people to visit their online profile and view their activity is great, but also including it for them right there in every email really goes above and beyond.
It will also act as a way for you to upselll since if they might have wanted to purchase a product and forgot they will see that it is not in their cart right away. Basically, everyone loves to know where they stand and the information provided here accomplishes that. Your email, just like our example above, should always include easy to find links to the following:.
With this email as an example, this recipient has an outstanding payment due so providing the link for them to quickly and easily make a payment online is the best way to ensure the reader will make a payment on time without you having to track them down via email, phone, etc. Hopefully your email and supporting payment documents available on their dashboard are enough to encourage the applicant to make their final payments on their own.
But in case, including easy to see emails or phone numbers that they can contact you directly if they have a problem or general question about the payment goes a long way in the customer service department.
So then…. It also mentions the program name. While it does tick those boxes, it fails to inform the registrant if they have an outstanding balance or if they are all paid up. And it provides no links to check out their online account or to your website! Basically it only one thing in our list of things your email must include: acknowledging the action. And it does that very poorly. Many people will use this email as a form of a receipt or print it out or file it for their own records.
Having a history of payments, confirming their latest payment was approved and communicating a final balance when applicable so they can make a final payment towards their account is KEY to getting paid on time and maintaining a productive line of communication with your applicants.
By including this information in your emails, most people will understand what is expected of them and complete any further action that you require. No matter how automated your registration or application process becomes, there will ALWAYS be a minority of applicants who need their hands held a bit more than the rest. By freeing up your time for savvy people who would otherwise with a great email take care of things themselves, you now have time to give your attention to a more needy registrant.
While most payment processors will send an automatic email goes out from the payment processor with a confirmation of the payment, you cannot control the content of the email and include all the great things we suggested above. That is why a software that allows you to send a confirmation email with personalized tokens and other custom options is key. Tokens can include the name of the product s ordered, the autobilling schedule selected, other registration details from the application as well as details about important upcoming dates and more.
Clients can also use a registration software to send any number of custom payment related emails, and payment reminder emails. Asaf has built 3 successful companies to date, all with an exit plan or that have stayed in profitability and are still functional.Learning the proper freelancer email etiquette -- from responding promptly to using personal greetings -- will help you look more professional and build stronger, lasting client relationship all great for your bottom line.
Here are just some of the things to keep in mind when you send a payment request email to your client. Knowing how to ask for payment in an email in a professional way -- in fact, knowing how to write professional emails in general -- is one of the most important skills you can learn as a consultant or freelancer.
But don't worry, we've shared the 5 templates that have been successful for years to send payment reminders to clients. Just keep reading on. To politely ask your client for payment, be sure to keep your message warm and friendly. Always keep the lines of communication open. Cheques and faxes are things of the past. It also makes it much easier for them to pay you and lucky for you helps ensure you get paid quickly.
While you can always DIY your invoice and send it over as an attachment, there are much easier solutions out there. The best tax and accounting software allows you to create and send invoices via email in just a click of a button. For example, using Bonsai, all you have to do is go your dashboard and first click on "Send an invoice".
Once "create invoice" is clicked, you'll end up on the invoice template page. Customize it to your needs, double-check everything looks right, and just click on "send now" to ask for payment in an email. In addition to using these invoicing tools, here are a few tips for understanding how to ask for payment in an email. For that reason, it might be helpful for you to have an email script on-hand that you can refer back to each time you want to send a payment request email to your client.
Your script should be personalized to each client and project but, in general, remember to include a subject line that clearly mentions the payment request and be sure to clearly state the amount due with payment details. I truly enjoyed the process and it was a pleasure working with you. You can pay [information on payment options]. Please note that, as discussed, payment is due within [number] days upon receipt of the invoice.
Besides the above example, we're also sharing the 5 templates that you can rely on to get paid on time. At the end of the day, you want to make sure your invoice describes the work completed in a way that even a third-party could understand.
After all, the person paying your freelance invoice may have had nothing to do with the project at all! You might be surprised, but this is still one of the biggest invoicing mistakes made by freelancers and consultants. Be sure to ask who your invoice should be sent to when singing your freelance contract. Getting this information early on can help you avoid any delay in payment or miscommunication issues down the line.
Alternatively, you can use Bonsai to manage all your payments. Worry less, get paid faster, and spend more time doing the work you love - sign up for a free trial. While that can be incredibly frustrating, remember that your clients are busy.
They may have every intention of paying you but may have misplaced your email or taken an unexpected holiday. After all, the faster you get paid, the faster you can move on to the next project and pay your own fees and bills.
Be really clear on your payment terms in your freelance contractsespecially when it comes to your timelines. You might also want to consider building in a late payment fee or offering incentives for quick payments like discounts, free services or products, or even a special add-on to your project deliverables. The best way to get your client to pay an invoice is to follow up a week or so in advance of the due date with a quick, friendly reminder.Writing an effective email to applicants when they need to make a payment or still have an outstanding balance, is one of the most important steps to making sure you get paid as soon as possible.
Your applicants might not remember that they have an open balance for your program.
Of course the big solution to getting people to pay is offering payment plans and automatic billing to your registration payments process. This allows people to pay their balance without anyone lifting a finger. But even if you offer autobillingnot everyone will choose it. Which is where this email comes in! An online registration software that automates these processes is helpful! An online registration software that has an integrated payment system is key! Anytime you send a payment related email to an applicant or registrant, including the right information is imperative.
A little fact of life: people do not like to pay even though they know they need to…! Making your payment request email clear, informative and with an obvious call to action is what is going to get you the best results.
You email should give the registrant or applicant updated information about their account balance, order and their payment history. You will also see a low number of people actually going into their account and making a payment. If you could only choose only one thing to add to a payment request email this would be it!
Outlining very clearly what methods of payments you accept and how they can go about paying. Online payments will boost the number of payments you receive, hands down! Including important dates in the email so the applicant will know when payments are due and what happens if they are late.
The email should be sent close to a payment deadline but not too close, give people at least business days to make their payment. Information about how the registrant or applicant can view the information online so they do not need to contact you in order to figure it out.
That page should then include an easy button or area in order to begin the payment process as well as clear, easy to read and understand, information about their balance due. Contact information to your payments team if the registrant or applicant has any questions and if they want to request a refund for any reason.
Below is the email template we provide for our clients that is sent to their applicants and registrants when they are requesting payment from an applicant. The email should of course be automated, so the users information and payment details are automatically filled into the email text and the system will send it automatically on a schedule you decide on 1 month before program deadline, etc.
You can automate almost every aspect of this email with the right online registration software that includes an integrated payment system. With a great online registration software, you can have the same email text and use it for several of your programs and events.
7+ Confirmation Email Examples & Samples in PDF | DOC
Below I will also go through each element and see how it addresses all 5 aspects above about the elements that make up an effective payment email. There is a lot going on in this email, so I want to highlight the most important sections so you know what is most essential to include in your own emails.No matter what business you are in, you often have to send e-mails, either placing or acknowledging orders. This type of correspondence offers you an opportunity to convey professionalism, and to promote your business products and services.10 tips for writing effective Business Emails - how to write a professional email?
Let's look more closely at these types of e-mails and how you can make them as effective as possible. Many companies have online forms to complete to place your order for supplies or equipment.
There are occasions in which you need to send an e-mail, either to go along with the form, or as a stand-alone form of communication. Even if you have placed an order online or over the phone, an order e-mail is a good way to put the details of an important business order in writing. That way, both you and the other company have a copy of the details of the transaction. An effective order e-mail has the following components:. Whenever possible, find the direct e-mail address of the person in charge of completing the order.
Taking the time to visit the company website, or to call the company office for this address is well worth the effort. That way you can avoid your order letter ending up in someone's spam folder. An effective subject line will make sure your order is read, as well. Be as specific as possible, in terms of product, and indicate that you are placing an order.
Here are a few examples:. Here is an example of an effective e-mail that places an order :. Subject line: Order for copies of Kindergarten Math Fun. Thank you for your time talking with me today about your company's interactive teaching tools.
We understand we can avoid delivery charges by picking them up at your downtown warehouse. As we discussed, we will have a check ready when we pick up the books on August An e-mail that acknowledges an order gives you a great opportunity to contact your customer and to offer more information about your company. An acknowledgment e-mail can be an effective sales tool and a way of furthering your customer relations. An order acknowledgment e-mail should:.Go To Addon List Read more.
11+ Payment Acknowledgement Letter Templates – PDF, DOC
These confirmation emails convey an important message about those jelly icebox cookies your customer has just paid for. And while you are reading this paragraph, he keeps doing this:. We have a few tested email tools to help you turn existing customers into standing ones. Create a free online store with X-Cart to get started. Create Online Store. Fine-tuned the right way, your order confirmations can be an excellent opportunity to promote a peanut butter to your jelly icebox cookies and encourage future purchases in your online store.
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11+ Genius Confirmation Email Examples Which Make More Sales
When you get your order confirmation email with all the staff that is usually added in it, your first question is:. The guy behind this confirmation email takes the stress out of your user experience at the very first step.
However, you can easily promote recommended products and even other related brands in your order confirmation emails. He feels excited. This famous American chain of retail stores, specializing in furniture and home accessories, is never shy about adding personalized recommendations into their receipt notifications. They do not even afraid to include images of other brands. Who knows, you may also be interested in furniture for your kids.
Now cast your look at these brave guys from Backcountry, an online eCommerce store that sells clothing and outdoor recreation gear. Their purchase confirmation email promotes… partners! Every day designers generate ideas, introduce new concepts and alter the existing ones, creating eye-popping transactional email templates.
Say, include an animated image or interactive elements. Here is a link to the video instead. This is not an order confirmation email, but the idea of adding interactive animation looks quite appealing. Just imagine. Your subscribers will be able to add related products to cart without leaving their email app.Here's exactly how to ask for payment so you get paid faster without annoying your clients.
Plus, what to do if they refuse to pay altogether. Ramit Sethi. I created a simple, 2-part system that has worked for me time and time again. To help you with this, be sure to check out my minute video with Steve Dublanica on how providing world-class service to your customers can attract even better customers. Another great reason this email just works is that the subject line does not contain any mention of prices at all. You can use this email for both old and new clients.
Use this script and most of your clients should pay you within two weeks. Notice the framing.
So always give them that bit of deniability. Make it easy for your client to get back to you by attaching the invoice as well as the original email.
However, this email is clearly not as playful as the last one. You want your client to know you are serious about being paid. Trouble clients happen from time to time. What matters most now is that you take action in order to get them to pay you. Calling people takes away the protective layer of anonymity that emails provide — making it MUCH harder to ignore your payment request. Because I have a script that will kick the conversation off:.
I worked on the XYZ project with you about a month ago. Have you received them? As with the emails, you want to remain friendly and never lose your cool. If for some reason your client continues not paying after three emails and a phone conversation, you have three options:.
The reasoning is simple: As a freelancer, you are your own best asset. You need to value your time and energy as such by not wasting either on awful clients. When you connect with them on the phone, you can use this simple script to get the conversation started:.
When can I expect my payment? This tactic is typically reserved for situations where you put a lot of work into whatever it was you provided for your client and so the bill is LARGE.
Collection agencies exist to help businesses e. In order to do that, though, they typically require that you have all the debt that is owed to you in writing, so make sure you have records of all the email exchanges as well as the invoices with your client.
Unfortunately, many collection agencies have a bad rap due to a few that continually harass debtors. Remember: Prevention is always better than a cure. These things might seem small but can go a long way in ensuring a solid relationship with you and your client. No games, no B. When you sign up, we'll keep you posted with a few emails per week. Ultimate Guide to Making Money. How to make more money in without a lot of work. Automating your Personal Finances. How to ask for vacation days Word-for-word email script.
How to get your overdraft fees waived phone script provided.
How to ask for payment politely (+ email script to get paid NOW)
How to get clients online: 6 ways to find new freelance work fast.Email is an incredibly effective tool for credit control. We get that writing invoice follow up emails from scratch is time-consuming and difficult, or that existing payment chasing email templates are ineffective or no longer have impact due to overuse.
We understand that some customers reply venomously, ambiguously, or simply not at all. Then you have your clients who are always paying late no matter what.
Forget that - those problems are a thing of the past. These are our own strong, tried and tested, best practice template sampleswhich are the default for our Chaser users. Outside of raising and issuing invoices as close as possible to the sale date, the only other task you need undertake is politely inquiring if everything is on track for the customer to make payment by the due date.
Note that anything inside the italicised [square brackets] is a placeholder that you should replace with the appropriate information for your specific overdue invoices. I just wanted to drop you a quick note to remind you that [amount owed on invoice] in respect of our invoice [invoice reference number] is due for payment on [date due].
Reminding customers about multiple invoices? A clear and concise subject line works wonders. Our testing has found the combination of your business name and the invoice reference number to hit the sweet spot.
The rest of the email is clear and concise, much like the subject line. Remember to cover off:. Articulating your inquiry as such works wonders in building a friendly rapport with your customer and helping future invoices get paid quickly and easily.
In the early days after an invoice is overdue, you no longer just want to politely nudge your customer to see if payment is on track. You should still be polite, of course, but your goal is now to get a payment date agreed as soon as possible.
We have yet to receive payment from yourselves of [amount owed on invoice] in respect of our invoice [invoice reference number] which was due for payment on [date due].
It follows many of the principles outlined for our Before Due email template. One key difference is the ask for when payment can be expected. We recommend Early Overdue emails are sent at a frequency of once every weeks so that you project credit control competence to your customer but without harassing them.