Payment reminder WhatsApp message examples
A good payment reminder WhatsApp message is short, polite and complete: it greets the customer by name, states the amount and due date, says how to pay, and thanks them. Below are ready-to-edit English examples for a first reminder, an overdue reminder, a final reminder and an invoice reminder, written for Malaysian businesses.
You will also find a simple sending routine, a suggested timing rhythm, and how Colpay can prepare these reminders for you from each customer's payment schedule.
Facts checked .
Every reminder should include
Add an invoice or order reference and a thank-you. Leave out anything that sounds like a threat.
What should a payment reminder WhatsApp message say?
It should say who you are, what is due, when it was due, and how to pay, in three to five short lines. Customers read WhatsApp on their phones, so keep it brief and easy to act on.
A payment reminder is a courteous message that tells a customer an amount is due soon or is now overdue, and makes it easy for them to pay.
Be clear
- Use the customer's name and your business name.
- Quote the amount, the due date and the invoice or order reference.
- Give the payment method and where to send the payment slip.
Be polite
- Start with a greeting; Encik, Puan, Mr or Ms works well for many customers.
- Assume a simple oversight in the first message.
- End with thanks and an offer to help.
Be consistent
- Send at sensible hours on working days.
- Follow the same rhythm for every customer.
- Stop reminding once the payment arrives, and say thank you.
Payment reminder WhatsApp message examples
Copy the example that fits the stage of the payment, then replace the words in brackets with your own details. Each one is written to stay friendly while being clear about what is due.
These examples are original wording written for this guide. Words in round brackets, such as (customer name), are fill-in fields. Check that the amount and date are right before you send.
Polite first reminder
Hi (customer name), good day! This is (your name) from (business name).
Just a friendly reminder that your instalment of RM (amount) for (product or package) is due on (due date).
You can pay by bank transfer to (bank name and account number) or via (other payment method). Please send us the payment slip here once done.
Thank you and have a nice day!
Due today reminder
Hi (customer name), hope you are well.
A quick note that your payment of RM (amount) for (product or package) is due today, (due date).
If you have already paid, thank you, and please share the slip so we can update our records. If you have any questions, just reply here.
Overdue payment reminder
Hi (customer name), this is (your name) from (business name).
Our records show that your payment of RM (amount), due on (due date), has not been received yet. We understand things can get busy.
Could you please arrange the payment by (new date)? Payment details: (bank name and account number). If you have already paid, kindly send us the slip and we will check it.
If you need to discuss a different arrangement, please let us know. Thank you.
Combined overdue reminder
Hi (customer name), good day.
We would like to remind you that the following instalments are still outstanding:
(month 1): RM (amount)
(month 2): RM (amount)
Total outstanding: RM (total)Please arrange payment at your earliest convenience, or reply here if you would like to talk about a payment plan. Thank you for your attention.
Final reminder (firm, still polite)
Dear (customer name),
This is our final reminder for the outstanding amount of RM (amount) for (product or package), which was due on (due date). We have sent reminders on (earlier dates).
Please make the payment by (final date), or contact us before then so we can agree on a way forward. As stated in our agreement, (what happens next, for example: the service will be paused until the account is up to date).
We value you as a customer and hope to settle this together. Thank you.
Only mention a consequence that is written in your agreement with the customer, such as a late fee or a service pause. See how to calculate late payment fees.
Invoice reminder
Hi (customer name), this is (your name) from (business name).
Sharing a gentle reminder for invoice (invoice number) dated (invoice date), amount RM (amount), due on (due date).
I have attached the invoice again for your convenience. Kindly let us know once payment is made, or if anything on the invoice needs checking.
Thank you very much!
Payment received thank-you
Hi (customer name), we have received your payment of RM (amount). Thank you!
Your next instalment of RM (amount) is due on (next due date). We will send you a reminder closer to the date.
How do you send a payment reminder on WhatsApp?
You can send each reminder by hand from your business WhatsApp, or let Colpay prepare reminders from your customers' payment schedules and send them once your WhatsApp connection is set up.
Send it yourself, step by step
- Check your records: confirm the customer has not already paid and that the amount and date are right.
- Pick the example above that fits the stage of the payment.
- Fill in the customer's name, amount, due date, reference and payment details.
- Open the customer's chat from your business WhatsApp number and paste the message.
- Attach the invoice or statement of account if it helps the customer.
- Note the date you sent it, so your next reminder follows the same rhythm.
- When the payment slip arrives, record the payment and send a thank-you.
Let Colpay prepare them
- Record each customer's order and instalment plan in Colpay.
- Set reminder rules for overdue payments and service renewals, and choose the channels: in the app, email, or WhatsApp once your business WhatsApp connection is set up.
- Edit the message templates in your own words; they fill in each customer's details, and you can preview them.
- Choose whether reminders wait for your approval before they go out, then approve, dismiss, mute or retry them.
- For a one-off, schedule a reminder for a customer with a date, channel and language.
- Check the reminder history, which shows each reminder as pending, sent, failed or dismissed.
WhatsApp delivery depends on your channel setup, the customer's contact details and, where WhatsApp requires them, approved message templates. Without a connected channel, Colpay opens a prepared WhatsApp message for you to send yourself, and preparing a message is not proof it was delivered. Colpay does not promise that every customer will pay.
When should you send a payment reminder?
Send the first reminder a few days before the due date, then follow a fixed rhythm after it while the payment stays unpaid. The exact days are your choice; what matters is being consistent and giving the customer time to act.
| Stage | Suggested timing | Message to use |
|---|---|---|
| Upcoming | A few days before the due date | Polite first reminder |
| Due | On the due date | Due today reminder |
| Overdue | About a week after the due date | Overdue payment reminder |
| Several months unpaid | When a second instalment falls due unpaid | Combined overdue reminder |
| Final | After earlier reminders get no reply | Final reminder, then a phone call |
| Paid | As soon as the payment is confirmed | Payment received thank-you |
In Colpay, overdue reminders can combine all of a customer's overdue plans into one message instead of sending one per plan.
Can I send payment reminders in Malay or Chinese?
Yes. Many Malaysian customers prefer Bahasa Melayu or Chinese, and Colpay's message templates come in English, Bahasa Melayu and Chinese, so each reminder can go out in the customer's language.
The examples on this page are in English. Malay and Chinese templates exist inside Colpay, where you can edit the wording and preview it before use. If you translate a message yourself, ask a native speaker to read it first so the tone stays polite.
How do you word a business payment reminder letter or email?
Use the same facts as a WhatsApp reminder, with a subject line and a more formal layout. Keep it factual and courteous; do not threaten legal action, collection agencies or anything not in your agreement.
Example: payment reminder email
Subject: Payment reminder: invoice (invoice number), due (due date)
Dear (customer name),
We hope this email finds you well. Our records show that the following amount on your account remains unpaid:
Invoice: (invoice number)
Amount: RM (amount)
Due date: (due date)We have attached a statement of account showing your orders, payments and current balance. Please arrange payment to (bank name and account number) by (new date), and send the payment slip to this email.
If you have already made the payment, please disregard this message and accept our thanks. If there is an issue with the invoice, or you would like to discuss a payment arrangement, please reply and we will be glad to help.
Yours sincerely,
(your name)
(business name) · (phone number)
Colpay is business software for tracking payments and sending reminders. It is not a lender, credit provider or debt-collection agency. Any late fee or service pause must come from the terms you agreed with your customer; check your own obligations before you apply one.
Customer statements of account · Invoice software for Malaysia
Frequently asked questions
Short answers to questions people search for about sending payment reminders.
How to send reminder for payment on WhatsApp?
Write a short, polite message that names the customer, the amount, the due date and how to pay, then send it from your business WhatsApp number. To send it by hand, open the chat, paste the message and attach the invoice if needed. In Colpay, you set a reminder rule for overdue payments and choose WhatsApp as a channel once your business WhatsApp connection is set up; you can make every reminder wait for your approval before it goes out. Without a connected channel, Colpay can open a prepared WhatsApp message that you send yourself.
How to remind customer to pay invoice?
Send a friendly reminder a few days before the due date, another on the due date, and then follow up on a fixed rhythm while the invoice stays unpaid. Each message should quote the invoice number, the amount, the due date and the payment details, and offer to resend the invoice. Colpay can schedule these reminders by email or WhatsApp, combine all of a customer's overdue instalments into one message, and email the invoice or a statement of account as a PDF.
About this guide
Product details were checked on 29 October 2026.
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