Effective debt recovery is crucial for maintaining cash flow in any business. SMS reminders are a quick and effective way to remind clients of their payment obligations. In this article, we provide 20 SMS templates tailored for different situations to help you encourage debtors to settle their accounts promptly.
Don’t miss our comprehensive guide on following up on unpaid invoices.
We have also prepared other formats of reminder templates.
Template 1: Friendly Reminder for Due Invoice
Objective: Politely remind a client that their invoice is due.
Circumstances: Use this template the day after the invoice’s due date.
Sample SMS
Hi [Name], your invoice #[invoice number] for $[amount] was due on [date]. Please arrange payment at your earliest convenience. Thank you!
Template 2: Reminder After 7 Days Overdue
Objective: Emphasize the importance of settling the invoice.
Circumstances: Send this a week after the due date.
Sample SMS
Hi [Name], we noticed invoice #[invoice number] for $[amount] is still unpaid. Please settle within 3 days. Thank you, [Your Name].
Template 3: Reminder with Late Payment Interest
Objective: Inform the client about potential late payment fees.
Circumstances: Use when your terms include late payment interest.
Sample SMS
Hi [Name], invoice #[invoice number] for $[amount] is [days] days overdue. Late fees apply. Please pay promptly to avoid additional charges.
Template 4: Reminder After Partial Payment
Objective: Remind the client of the remaining balance after a partial payment.
Circumstances: When a partial payment has been made.
Sample SMS
Hi [Name], we received a partial payment for invoice #[invoice number]. The remaining balance is $[amount]. Please arrange payment soon. Thank you!
Template 5: Firm Reminder Before Legal Action
Objective: Warn the client of potential legal action.
Circumstances: Last reminder before initiating legal proceedings.
Sample SMS
Hi [Name], unless we receive payment for invoice #[invoice number] within 5 days, we will have to consider legal action. Please pay promptly.
Template 6: Reminder After Broken Payment Agreement
Objective: Remind the client of an unfulfilled payment agreement.
Circumstances: When a client fails to honor a payment plan.
Sample SMS
Hi [Name], per our agreement, payment of $[amount] was due on [date]. Please make this payment promptly to avoid further actions.
Template 7: Reminder for Very Old Invoice
Objective: Recover a significantly overdue invoice.
Circumstances: Use for invoices unpaid for several months.
Sample SMS
Hi [Name], invoice #[invoice number] is still unpaid since [date]. Please contact our accounts department to resolve this issue promptly.
Template 8: Reminder After Contact Change
Objective: Ensure the invoice is handled by the correct person after a contact change.
Circumstances: When the usual contact changes.
Sample SMS
Hi [Name], invoice #[invoice number] for $[amount] is still outstanding. Please let us know the correct contact for payment arrangements.
Template 9: Reminder Before Sending to Collection Agency
Objective: Warn the client before referring the debt to a collection agency.
Circumstances: Last attempt before external collection.
Sample SMS
Hi [Name], if payment for invoice #[invoice number] is not received within 7 days, we will refer your account to a collection agency. Please pay promptly.
Template 10: Reminder During Economic Hardship
Objective: Show empathy while requesting payment.
Circumstances: During economic downturns affecting clients.
Sample SMS
Hi [Name], we understand the current challenges. Please contact us to discuss payment of invoice #[invoice number]. We appreciate your cooperation.
Template 11: Reminder After Failed Automatic Payment
Objective: Notify the client of a failed automatic payment and request an alternative solution.
Circumstances: After a failed payment attempt.
Sample SMS
Hi [Name], the automatic payment for invoice #[invoice number] was unsuccessful. Please contact us to arrange an alternative payment method. Thank you!
Template 12: Reminder Following a Phone Conversation
Objective: Confirm a payment request made during a phone call.
Circumstances: After discussing payment over the phone.
Sample SMS
Hi [Name], as discussed, please arrange payment for invoice #[invoice number] of $[amount] by [date]. Thank you for your cooperation.
Template 13: Reminder for Multiple Unpaid Invoices
Objective: Request payment for multiple overdue invoices.
Circumstances: When a client has several unpaid invoices.
Sample SMS
Hi [Name], several invoices #[invoice numbers] totaling $[amount] remain unpaid. Please arrange payment at your earliest convenience. Thank you!
Template 14: Personalized Reminder for Loyal Client
Objective: Maintain a positive relationship with a loyal client despite late payment.
Circumstances: Use with long-term, regular clients.
Sample SMS
Hi [Name], we value your loyalty. Invoice #[invoice number] is still pending. Please contact us if you need assistance with payment. Thank you!
Template 15: Reminder for Early Payment Discount
Objective: Encourage early payment with a proposed incentive.
Circumstances: To incentivize payment before a deadline.
Sample SMS
Hi [Name], pay invoice #[invoice number] before [date] to enjoy [special offer]. Contact us for details. Thank you!
Template 16: Year-End Balance Reminder
Objective: Encourage payment to close the fiscal year.
Circumstances: Use at the end of the fiscal year.
Sample SMS
Hi [Name], please pay invoice #[invoice number] by year-end to close your accounts. Contact us if you have any questions. Thank you!
Template 17: Reminder After Invoice Adjustment
Objective: Inform about an invoice correction and request payment.
Circumstances: After correcting an invoice error.
Sample SMS
Hi [Name], invoice #[invoice number] has been adjusted to $[new amount]. Please arrange payment as soon as possible. Thank you!
Template 18: Friendly Reminder After Payment Reminder
Objective: Reiterate a payment reminder with a friendly tone.
Circumstances: After an initial reminder went unanswered.
Sample SMS
Hi [Name], we sent a reminder for invoice #[invoice number]. Please pay promptly or contact us for assistance. Thank you!
Template 19: Reminder Following a Payment Extension Request
Objective: Confirm a granted payment extension in writing.
Circumstances: After granting a payment deferral.
Sample SMS
Hi [Name], as agreed, we’ve extended the payment deadline for invoice #[invoice number]. Please make payment by [new date]. Thank you!
Template 20: Reminder for Installment Payment Plan
Objective: Remind clients of installment payment plan deadlines.
Circumstances: When a payment plan is in place.
Sample SMS
Hi [Name], your next installment for invoice #[invoice number] is due on [date]. Please ensure timely payment. Thank you!
Why SMS Is So Effective for Payment Follow-Up
SMS is the most-read communication channel in business. Here’s why it consistently outperforms email for debt recovery:
- 98% open rate within 3 minutes of receipt (vs. 20–25% for email)
- 45% response rate vs. 6% for email
- Near-instant reading: 90% of SMS messages are read within 3 minutes
- No spam filters: SMS lands directly in the recipient’s messaging app
In practice, an SMS reminder sent the day after the due date results in payment within 48 hours in 35–45% of cases, depending on the sector.
SMS in a Multichannel Follow-Up Strategy
SMS doesn’t replace other channels; it complements them. The optimal strategy:
| Days After Due Date | Recommended Channel | Suggested Template |
|---|---|---|
| Day 1 | Friendly SMS | Templates 1–2 |
| Day 5 | Formal email | Email templates |
| Day 10 | Phone call | N/A |
| Day 15 | Follow-up SMS | Templates 3–6 |
| Day 30 | Registered letter | Letter templates |
| Day 45 | Demand letter | SMS template 5 + letter |
Legal Rules for SMS Payment Follow-Up
SMS payment follow-up is perfectly legal in B2B, but must comply with data protection and communication regulations.
Consent and Legal Basis
In B2B, you can contact an existing client by SMS without explicit consent for reminders related to an ongoing contract. This is a legitimate contractual obligation, distinct from marketing.
However, you must:
- Clearly identify the sender: your company name must appear in the SMS or sender ID
- Respect communication hours: no SMS before 8am or after 9pm, not on Sundays or public holidays
- Allow opt-out: offering an opt-out mechanism is good practice, even for B2B reminders
Personal Data in SMS
Limit sensitive information in the SMS body. Never include:
- Full card numbers or bank details
- Medical or personal information
- Data that identifies a third party
A reminder SMS should contain only the invoice number, the amount due, the deadline, and your contact information.
Automate Your SMS Reminders with Billabex
Manually sending SMS reminders to 50 or 100 active clients is time-consuming and error-prone. Billabex automates the entire process:
- Automatic triggering from the day after the due date
- Intelligent tone personalization based on client history (first late payment vs. repeat offender)
- Multichannel escalation: SMS, email, registered letter in automatic sequence
- Real-time reporting: track every case as it progresses
Businesses using Billabex reduce their DSO by 30–45% and recover 85–95% of outstanding invoices at the amicable stage, with no manual intervention on standard follow-ups.
