Payment Reminder Checklist
Build reminders that get read and acted on by keeping them accurate, easy to pay from and timed to a predictable schedule.
What this checklist covers
- Decide the right timing for each reminder
- Include every detail the customer needs to pay
- Strike a firm-but-fair tone at each stage
- Make paying as frictionless as possible
- Keep reminders compliant and accurate
5 min
Before you start
A reminder only works if it is correct and easy to act on. Confirm the numbers and the contact before you draft, because an inaccurate chaser undermines trust and can breach conduct expectations around misleading contact.
- Verify the amount owing, the invoice number and the original due date.
- Confirm you are writing to the person who actually authorises payment.
- Check your payment details are current — BSB, account, payment link or BPAY reference.
- Decide which stage this reminder is: pre-due courtesy, day-one, or follow-up.
Treat the reminder as a record, not just a message — it may form part of the history behind a later demand.
What every reminder must contain
Whatever the stage, a complete reminder removes every excuse for non-payment. Include each of these.
- Invoice number and the amount currently owing.
- The original due date and how many days it is now overdue.
- A fresh copy of the invoice attached, not just referenced.
- At least one clear way to pay, ideally a one-click link or BPAY details.
- A new, specific deadline rather than 'as soon as possible'.
- A named contact for questions, so a query reaches a person not a void.
Drafting from scratch each time wastes effort — the Merion tools offer reusable reminder and demand templates.
Time the sequence
Reminders work best as a predictable rhythm, not random nudges. A simple schedule keeps you consistent across every customer.
- Optional courtesy note a few days before the due date.
- First reminder on day one of arrears.
- Second reminder around day seven, slightly firmer.
- Phone follow-up near day fourteen to confirm a payment date.
- Formal demand near day thirty if the debt is still open.
Each step should reference the last so the customer sees an organised process rather than scattered chasers.
Common mistakes
Reminders fail for avoidable reasons. Check against this list before hitting send.
- Vague deadlines like 'soon', which give you nothing to escalate from.
- Omitting the payment link or quoting an out-of-date account.
- Letting the tone jump straight from polite to threatening.
- Sending so many reminders so close together that it reads as harassment.
- Overstating consequences you cannot or will not follow through on.
Keep it firm, factual and spaced sensibly, and most reminders do the job on their own.
Key takeaways
- Verify the amount, contact and payment details before drafting.
- Every reminder needs a fresh invoice, a clear way to pay and a dated deadline.
- Run reminders on a predictable schedule that escalates in firmness.
- Avoid vague deadlines and overstated threats.
Frequently asked questions
How many reminders should I send before escalating?
Two to three written reminders plus a phone follow-up over the first month is a reasonable sequence. If the deadline you set in a firm reminder passes with no payment or credible commitment, move to a formal demand.
Is it acceptable to send a reminder before the due date?
Yes. A short, friendly courtesy note a few days before the due date is good practice, not pressure. It confirms the invoice was received and gives the customer time to schedule payment.
Can I send daily reminders if I am being ignored?
Avoid it. Excessively frequent contact can be seen as harassment under debt-collection conduct guidance. Space reminders sensibly and lean on a scheduled phone call rather than a flood of emails.
Work the checklist, then get paid
Use the free Invoice Generator, then let Merion recover anything that goes unpaid — commission-only.