How to remind a client about a monthly payment

Retainers, hosting and maintenance fees are agreed once and then forgotten. The client meant to pay every month. In practice someone has to remind them, every month.

Keep each reminder about one month: the month, the amount and the due date. If a month has slipped, name both months in one email rather than sending two.

Customise this email

What to include, and what to leave out

Include

The month and the amount, such as "October hosting, $45", so it's clear which payment you mean.
A payment link, or the bank details you agreed.
An easy fix for next time: a standing order, a different payment day, or a heads-up a few days before.

Leave out

A vague running total. List each open month on its own line.
Late fees or threats. A retainer is an ongoing relationship, so keep the tone you want to work in next month too.
Waiting until three months have built up before you say anything.

Three versions to copy

Same situation, three tones. Start with the calm one and move to the next only if you need to. The names, dates and amounts are examples; swap in your own below.

Calm

Subject: Monthly invoice 131 for the Northside website

Hi Dana,

Following up on my note from Sat 3 Oct about the Northside website. A friendly reminder that this month's invoice 131 ($45) was due on Thu 1 Oct. Monthly ones are easy to lose track of, so I wanted to flag it. You can pay it here: https://pay.example.com/inv/131

If it's already on its way, thank you. If something is holding it up, reply and tell me.

Thanks,
Sam

Clear

Subject: The Northside website: this month's payment is still open

Hi Dana,

Following up on my note from Sat 3 Oct about the Northside website. This month's invoice 131 ($45) was due on Thu 1 Oct and is still open on my side. We agreed the fee for the Northside website is paid monthly, so I'd like to keep it on schedule. You can pay it here: https://pay.example.com/inv/131

If something has changed on your side, reply and let me know and we'll sort it out.

Thanks,
Sam

Firm but polite

Subject: The Northside website: this month's fee ($45)

Hi Dana,

Following up on my note from Sat 3 Oct about the Northside website. The monthly fee for the Northside website (invoice 131, $45) was due on Thu 1 Oct and remains unpaid. Payment link: https://pay.example.com/inv/131

Our agreement is a monthly payment, and I'd like it to arrive without a reminder each month. Could you pay it this week, or tell me a date that works?

If something has changed on your side, let me know and we'll work out a plan together.

Thanks,
Sam

How often to follow up

A pattern many freelancers use. Every business and client differs, so adjust it.

01A few days before each month's due date. A short heads-up with the amount and the payment link.
02On the due date. The calm version.
03About 3 and 7 days later. The clear version, naming the month.
04About 14 days later. The firm but polite version, asking whether the arrangement still works.
05When the next month starts. One email covering every open month, not one per month.