7 Sample Email Templates for Sending Billing

Let’s face it – sending billing can be a hassle. It’s one of those necessary tasks that can eat up valuable time and energy, especially if you’re unsure about how to structure your email for maximum efficiency. But fear not, busy professional, because help is at hand. In this article, we’ll provide you with a sample email for sending billing, complete with tips on how to customize it to suit your specific needs. Whether you’re a small business owner or a freelancer, our examples will help you streamline your billing process and get paid faster. So sit back, relax, and discover how to craft the perfect billing email that will have your clients eager to pay up. Let’s dive in!


Dear [Client Name],

I hope this message finds you well. As per our agreement, I am sending you an invoice for the services that I provided for you. Thank you for the opportunity to work with you – it was truly a pleasure.

Please find attached the invoice for the total amount of [Total Amount]. You can pay via [Payment Method] at your earliest convenience. If you have any queries or concerns about the invoice, please don’t hesitate to reach out to me.

I appreciate your prompt payment and look forward to working with you again in the future. Thanks again for your business!

Best regards,
[Your Name]

The Best Structure for Sending a Billing Email

Sending a billing email can be a delicate balancing act. On one hand, you want to convey the message effectively and politely. On the other hand, you need to ensure that the recipient understands the importance of paying the bill as soon as possible. In this article, we’ll explore the best structure for sending a billing email that is both respectful and effective.

Start with a Polite Greeting

Before diving into the message, it’s important to start your billing email with a polite greeting. Address the recipient by name and use a friendly tone to set the right mood. This creates a welcoming atmosphere that sets the stage for a positive exchange.

Provide Relevant Details

Be sure to clearly state the purpose of the email, which is to discuss an outstanding bill. Provide details about the bill, including the amount owed, the payment due date, and any late fees or penalties that apply. This information helps the recipient understand the urgency of the situation. If necessary, provide the recipient with a clear breakdown of the charges included in the bill.

Offer Payment Options

Make it easy for the recipient to pay the bill by providing a variety of payment options. This can include online payment options, phone payments, and mailing in a check. Include hyperlinks or phone numbers for each payment option, to make it easy for the recipient to take immediate action.

Include a Call to Action

End your billing email with a clear call to action. This could be a simple request for the recipient to pay the bill as soon as possible, or it could be an invitation to reach out if they have any questions or concerns. Remind the recipient of any late fees or other consequences that may result from a delayed payment.


Creating a billing email with a clear structure and polite tone is essential for getting your message across while maintaining good relationships with clients and customers. Keep the above steps in mind when crafting your email, and you’ll be well on your way to getting the payment you need in a timely manner.

Billing for Late Payment

Late Payment Reminder

Dear valued customer,

We hope this email finds you well. We regret to inform you that your payment for your account is now overdue. We understand that circumstances may arise which can cause delays and we would like to extend our help to assist you in settling the payment as soon as possible.

Please note that your balance will continue to accrue interest for every day it remains unpaid. We kindly request you to settle the balance within the next five working days to avoid any further late fees.

We appreciate your business and we value your prompt attention to this matter. If you have any questions, please do not hesitate to contact us at your earliest convenience.

Best regards,

The Billing Team

Billing for Subscription Renewal

Subscription Renewal Invoice

Dear [Customer Name],

We are reaching out to inform you that your subscription with [company name] is set to expire on [date]. We hope that you have enjoyed our services and we would like to thank you for being a loyal customer.

To continue services with us, we have automatically renewed your subscription based on your initial agreement. Attached, you will find the invoice for the upcoming subscription period. Please make sure to settle the payment within the next 15 days to avoid any disruptions in your service.

We look forward to continuing to serve you and provide the best experience possible.

Kind regards,

The Subscription Team

Billing for Overpayment

Refund for Overpayment

Dear [Customer Name],

We would like to inform you that you have made an overpayment on your account with [company name]. We assure you that we take note of our customers’ payment and we will never miss such payments that could undervalue your business with us.

We will process the refund of the amount overpaid which will appear on your account within the next 5 business days. Should you have any inquiries concerning this refund, please feel free to contact us and one of our customer service representatives will be pleased to assist you.

We value your business and thank you for choosing [company name] for your needs.

Best regards,

The Billing Team

Billing for Adjusted Payment

Adjusted Payment Invoice

Dear [Customer Name],

We are writing to inform you that there has been an adjustment made to your account. Based on the previous invoice you received, we noticed an error in the calculation, which we have corrected accordingly.

Please find attached the new invoice reflecting the correct amount due. We apologize for any inconvenience this may have caused and we appreciate your patience with us as we rectify this issue.

If you have any questions or concerns regarding the corrected invoice, please do not hesitate to contact us.

Thank you for your attention to this matter.


The Accounting Team

Billing for Unpaid Balance

Unpaid Balance Notice

Dear [Customer Name],

We are writing to inform you that there is an unpaid balance on your account with [company name]. We understand that circumstances can make it difficult to settle the payment on time, but prompt payment is crucial to maintaining the integrity of our services.

Please take notice that if the amount remains unpaid for more than five working days from the receipt of this email, we will be forced to proceed with legal action or other measures to recover the funds.

We hope this can be resolved within the next few days and we look forward to continuing our business relationship with you.

Thank you for your attention to this matter.

Best regards,

The Billing Team

Billing for Payment Confirmation

Payment Received Notification

Dear valued customer,

We are writing to confirm that we have received your payment for your account. We hope you had no difficulty while processing your payment, and we thank you for your prompt payment. Your commitment to settling your payment promptly deserves our utmost gratitude.

Your account is now up to date, and we confirm that the payment will reflect on your balance within the next 2 working days. Should you have any further queries, please do not hesitate to contact us at any time.

We appreciate your business and we look forward to serving you soon.

Kind regards,

The Accounting Team

Billing for Account Cancellation

Account Cancellation Confirmation

Dear [Customer Name],

We are writing to confirm the cancellation of your account with [company name]. We are very sorry to see you leave and we wish to extend our gratitude to you for choosing us for your business needs.

Please note that you will not be charged further after the date of cancellation. If you would like to know the reason for the cancellation or further clarification on the matter, please do not hesitate to contact us.

We appreciate your business and hope we can serve you again in the future.

Best regards,

The Billing Team

Crafting the Perfect Billing Email

Sending invoices and bills via email can save a lot of time for both you and your clients. However, there are certain things you need to keep in mind to ensure that your billing email is effective and professional. Here are some tips to help you create a great billing email that will get the job done:

Be Clear and Concise:

When writing a billing email, it’s important to be clear and concise with your message. Use simple and easy-to-understand language, and make sure that your clients can quickly understand the important details, such as the amount due, the due date, and any other payment requirements. If possible, provide a summary of the services or products provided so that clients can easily see what they are paying for.

Include All Relevant Information:

When sending a billing email, include all relevant information to avoid any confusion or misunderstandings. This includes your business’ name, address, email, phone number, and any other important contact information. You should also include a detailed breakdown of the services or products provided, along with any applicable taxes or fees. Additionally, make sure to include the due date and any other specific payment instructions.

Provide Options for Payment:

Make it easy for your clients to pay their bills by providing multiple payment options. This can include options like credit card, PayPal, bank transfer, and check. Be sure to clearly specify which payment options are accepted, and include any relevant links or instructions for each option. This not only makes the process of paying easier for your clients, but it also helps to ensure that you get paid in a timely manner.

Use Professional Language:

When crafting your billing email, make sure to use professional language and tone. Avoid using slang or informal language, and make sure to proofread your email for any grammatical errors or typos. Remember that your billing email is a representation of your business, so you want to make sure that it comes across as professional and polished.

Follow Up Promptly:

After sending your billing email, be sure to follow up with your clients promptly. This can include sending a reminder email a few days before the due date, or reaching out directly to clients who have not yet paid. This shows your clients that you are on top of your billing process, and it helps to ensure that you get paid on time.

By following these tips, you can create an effective and professional billing email that gets the job done. Remember to stay clear, concise, and professional, and to provide your clients with all of the necessary information to make the payment process as easy as possible. With a little effort, you can ensure that your billing email is a positive reflection of your business and sets the tone for a productive and long-lasting business relationship.

Billing Email FAQs

What information should be included in a billing email?

A billing email should include the invoice or statement, a breakdown of charges, payment due date, and payment options.

When is the best time to send a billing email?

A billing email should be sent as soon as possible but within the payment terms agreed upon with the customer.

What should a subject line for a billing email look like?

The subject line should clearly identify the purpose of the email, such as “Invoice #12345 for Services Rendered.”

How can I ensure the accuracy of the billing information in the email?

You should review the invoice or statement and double-check the amounts and billing terms before sending the email.

What if a customer does not receive or respond to a billing email?

You can follow up with a reminder email or phone call to ensure the customer has received the billing information and is aware of the payment due date.

Can I include marketing or promotional content in a billing email?

It is best to keep billing emails focused on the billing information and payment process. If you want to include promotional content, it should be in a separate email or communication.

What if a customer disputes a charge or has a question about the billing information?

You should have a clear process in place to address customer inquiries and disputes. It is important to respond promptly and professionally to maintain a positive customer relationship.

Thanks for reading!

I hope this sample email helps make your billing process a bit easier. Remember, keep your emails concise, clear, and professional- it’ll go a long way in making your customers happy. If you have any questions or comments, feel free to leave them below. Thanks again for stopping by, and don’t forget to come back soon for more useful tips and tricks!