5 Great Payment Notification Email Templates To Copy & Paste

Let's talk about one of the most important emails you'll send: the one that gets you paid. While asking for money can feel awkward, a well-designed payment notification makes the process smooth and professional.

Using a template is a great way to start, as it removes the guesswork and ensures your communication is always clear.

Tips for Writing Payment Notification Emails

• Write a clear, scannable subject line. Make it easy for your client to find. Something like, “Invoice [Number] from [Your Business Name] is due” works perfectly. It’s direct and contains all the key search terms.
• Get straight to the point. Lead with the most important information: the amount due and the payment deadline. Your clients are busy, so putting the essential details right at the top makes the purpose of your email immediately clear.
• Include a direct payment link. Don't make them hunt for how to pay you. Add a clear, clickable button that says something like “Pay Your Invoice” and takes them directly to a payment portal. The easier you make it, the faster you’ll get paid.
• Attach the invoice as a PDF. Always include the full invoice as an attachment. This provides a professional record for your client’s accounting and clarifies exactly what they are paying for, preventing unnecessary back-and-forth.

Types of Payment Notification Email Templates We Will Cover

1. Payment Confirmation Email Template
2. Payment Reminder Email Template
3. Payment Receipt Email Template
4. Payment Failed Email Template
5. Subscription Renewal Email Template

5 Payment Notification Email Templates

1) Payment Confirmation Email Template

<template>

Subject: We've received your payment for Invoice [*Invoice Number*]

Hi [*Customer Name*],

This email confirms that we have successfully received your payment of [*Amount*] for invoice [*Invoice Number*]. Your transaction was processed on [*Date*].

For your records, you can view the updated, paid invoice here: [*Link to Paid Invoice*]. No further action is needed on your part.

We appreciate your business.

All the best,

[*Your Name*]

[*Your Title*]

[*Your Company Name*]

</template>

2) Payment Reminder Email Template

<template>

Subject: Reminder: Payment for Invoice [*Invoice Number*] is due

Hi [*Customer Name*],

This is a friendly reminder that invoice [*Invoice Number*] for [*Amount*] is due on [*Due Date*].

To make it easy, you can view the invoice and pay directly through this link: [*Link to Invoice/Payment Portal*].

A PDF copy of the invoice is also attached for your records. If you’ve already made the payment, thank you, and please disregard this message. Should you have any questions, don't hesitate to reach out.

We appreciate your business.

Best,

[*Your Name*]

[*Your Title*]

[*Your Company Name*]

</template>

3) Payment Receipt Email Template

<template>

Subject: Your receipt for Invoice [*Invoice Number*]

Hi [*Customer Name*],

Thanks for your payment. This email is your official receipt for invoice [*Invoice Number*], paid on [*Date*].

Here are the transaction details for your records:

• Amount Paid: [*Amount*]
• Payment Method: [*Payment Method, e.g., Visa ending in 1234*]

You can view and download a full PDF version of your receipt here: [*Link to PDF Receipt*].

We appreciate your business.

Best,

[*Your Name*]

[*Your Title*]

[*Your Company Name*]

</template>

4) Payment Failed Email Template

<template>

Subject: Action Required: Your payment for Invoice [*Invoice Number*] failed

Hi [*Customer Name*],

We're writing to let you know that the recent payment for invoice [*Invoice Number*] was unsuccessful. This can happen for a few reasons, such as an expired card or incorrect details.

To resolve this, please update your payment information using the secure link below. Once updated, we will automatically retry the charge.

Update Your Payment Information: [*Link to Payment Update Page*]

If you have any questions or believe this is an error, please reply to this email, and we'll be happy to help.

Best,

[*Your Name*]

[*Your Title*]

[*Your Company Name*]

</template>

5) Subscription Renewal Email Template

<template>

Subject: Heads up: Your [*Subscription Plan Name*] subscription renews on [*Renewal Date*]

Hi [*Customer Name*],

This is a heads-up that your [*Subscription Plan Name*] subscription is scheduled to automatically renew on [*Renewal Date*]. The renewal amount of [*Amount*] will be charged to your card on file: [*Payment Method, e.g., Visa ending in 1234*].

No action is needed from you to continue your subscription. If you need to make any changes or update your payment details, you can manage your account here: [*Link to Account/Subscription Management Page*].

We’re glad to have you with us.

Best,

[*Your Name*]

[*Your Title*]

[*Your Company Name*]

</template>

What About Using Flodesk?

While these five payment notification email templates offer a great starting point, Flodesk provides the tools to send and automate them with ease. We designed our platform to give small businesses an intuitive way to handle their email marketing, helping you grow your list and monetize your efforts. You can create, send, and automate emails that engage your audience without needing any coding or design experience.

Our platform is built to help both beginners and experts send effective, well-designed emails in a simple way. With a user-friendly email builder, powerful automations, and clean forms, Flodesk gives you everything you need for your email marketing, minus the complexity. We provide the tools so you can focus on building your business.

Wrapping Up

Clear, professional payment emails are essential for maintaining good client relationships and ensuring timely payments. The templates we've shared provide a solid foundation for your communications.

Now, put these templates into action with a platform designed for beautiful and effective emails. Sign up for Flodesk to start sending communications that reflect the quality of your brand.