Seven Collection Email Templates That Get Paid (and Stay Polite)

Late payments hurt cash flow, yet aggressive emails damage relationships. At BrilliantTechnologies, we solve both problems. We design AR email templates that sound helpful, stay consistent, and move invoices without friction. Moreover, we plug these into your CredFlow cadence, so each payment reminder email lands on time and every follow-up feels professional. For teams in India, we also localize UTR references, GST details, and approval steps, so customers can pay without confusion.

What BrilliantTechnologies sets up for you?

First, we audit your tone, sign-offs, and approval flow. Next, we segment customers by risk and size, so high-risk accounts receive earlier touchpoints. Then, we tailor copy to your brand and add smart placeholders (invoice number, due date, amount, UTR request, and support contact). Afterward, we A/B test subjects, measure reply time, and coach your team on when to send each message. As a result, you get reliable communication that protects goodwill and accelerates cash.

Below are seven field-tested templates you can drop straight into CredFlow. If needed, ask BrilliantTechnologies to tailor them by segment and language.

1) Pre-Due Courtesy (T-7)

Subject: Friendly heads-up: Invoice {{#}} due on {{Due Date}}

Body:

Hello {{Name}},

Just a quick note that invoice {{#}} for ₹{{Amount}} is due on {{Due Date}}. Additionally, if you need the PDF, PO, or bank details, we can share them right away. Therefore, please feel free to confirm scheduling.
Regards,
{{Your Name}} | {{Company}}

2) Due-Day Reminder (D-Day)

Subject: Invoice {{#}} falls due today

Body:
Hi {{Name}},

Invoice {{#}} for ₹{{Amount}} is due today. If already paid, please share the UTR so we can update records. Otherwise, could you confirm the expected date? Meanwhile, we are happy to help with any documents.
Best,
{{Your Name}}

3) Gentle Nudge with Help (D+3)

Subject: Checking in on invoice {{#}}

Body:

Hello {{Name}},

Following up on invoice {{#}} for ₹{{Amount}}. If an approval or GRN is pending, we can assist. Alternatively, if payment is scheduled, a quick confirmation helps us plan. In addition, do let us know if another contact should be looped in.

Thanks for your support.

Kind regards,

{{Your Name}}

4) Dispute Clarifier

Subject: Quick details to close invoice {{#}}

Body:
Hi {{Name}},

I understand there may be a variance on invoice {{#}}. To resolve this quickly, could you confirm the exact reason, rate difference, quantity, or freight? Once confirmed, we will send a revised document or credit note as needed. After that, we will propose the updated amount and date.

Warm regards,

{{Your Name}}

5) Promise-to-Pay Confirmation

Subject: Thank you, noting payment plan for invoice {{#}}

Body:
Hello {{Name}},

Thanks for the update. As discussed, we have noted payment of ₹{{Amount}} for invoice {{#}} on {{Date}}. If anything changes, please tell us by {{Earlier Date}} so we can adjust dispatch and statements. This way, both teams stay aligned.

Best,
{{Your Name}}

6) Manager-Level Escalation (Polite)

Subject: Requesting assistance on overdue invoice {{#}}

Body:
Dear {{Manager Name}},

I’m seeking your help with invoice {{#}} (₹{{Amount}}), now overdue since {{Date}}. So far, our team has been coordinating with {{Contact}}, and we would value your guidance on the expected payment date. If there is a blocker, we will resolve it immediately. Consequently, we can close the item this week.
Sincerely,
{{Your Name}}

7) Settlement Plan Option (Final)

Subject: Options to close invoice {{#}} this week

Body:

Hello {{Name}},

To close quickly, we can offer two options:

1. Full payment by {{Date}} with immediate statement update, or
2. Part-payment of ₹{{PartAmount}} now and balance by {{Later Date}}.
3. Please let us know which option works. Upon confirmation, we will log the plan and proceed.
   Thank you,
4. {{Your Name}}

How BrilliantTechnologies makes these templates perform

• Cadence design: We align each message to a clear timeline, pre-due, due-day, D+3, D+7, and final notice, so sends never slip.
• Context in every email: We auto-insert invoice number, due date, amount, and UTR request. As a result, customers can act in one reply.
• Brand and compliance: We match your tone, signatures, and escalation etiquette. Meanwhile, messages stay short and courteous.
• Localization for India: We support invoice follow up India flows with GST references, PO/GRN mentions, and banking details customers expect.
• Measurement and coaching: We track reply speed, promise-to-pay kept, and on-time payment rate. Then, we refine subjects and opening lines for higher response.

Ultimately, great AR email templates do more than remind. They also make payment easy, keep conversations warm, and protect long-term relationships. If you want a steady payment reminder email system your team can run every week, BrilliantTechnologies can design it, deploy it in CredFlow, and coach your people until it sticks.