--- title: Payment Reminder Email Templates for Salons (Polite, Not Pushy) description: 'Payment reminder email templates for salons: a friendly first nudge, a second reminder, a final notice, a reply to a disputed amount, and a thank-you once paid.' canonical: https://letsrezzy.com/es/guides/payment-reminder-email-template last-updated: 2026-10-23 --- # Payment Reminder Email Templates for Salons (Polite, Not Pushy) A good payment reminder email names the visit, states the exact amount left, and gives one link to pay. Keep the first one friendly and assume it slipped their mind. Only firm up the wording on the second or third reminder. An unpaid balance often has a simple cause. A card declined, a deposit covered part of it, or they said "I'll pay you later" and forgot. The templates below cover each step, plus a reply for a disputed amount and a thank-you once paid. ## When should you send a payment reminder? **Send the first reminder the same day as the visit, or the next morning.** The visit is fresh, so the amount makes sense to them. 1. **First reminder:** same day or next day. Friendly, short, one link. 2. **Second reminder:** three to five days later. Still warm, a little more direct. 3. **Final notice:** about a week after that. Clear about what happens next under your policy. Three emails is enough. If the balance is still open after the final notice, pick up the phone or settle it at their next booking. ## What should a payment reminder email say? Every reminder needs the same five things. Without them, the client has to write back with questions, and the payment stalls. 1. **The visit.** Service and date, so they know exactly what this is for. 2. **The exact amount left.** "$75 remaining," not "the rest of your balance." 3. **What they already paid.** If a deposit covered part of it, say so. 4. **One link to pay.** Not a list of five payment apps. 5. **A way to ask questions.** "Just reply to this email" is enough. **One email, one amount, one link.** Anything more and the client puts it off to "deal with later." ## What should a payment reminder email look like? Send these from your own inbox, or use the payment link Rezzy emails for you (see below). Swap the brackets. ### Friendly first reminder Use this the same day or the morning after the visit. > **Subject:** Your balance for [service] on [date] > > Hi [Name], > > Thanks again for coming in for your [service] on [date]. There's a balance of $[amount] left on the visit. [Your $[deposit] deposit has already been applied.] > > You can pay here: [payment link] > > Any questions about the total? Just reply to this email. > > Thanks, > [Your name], [Studio name] ### Second reminder Use this three to five days after the first one, if the balance is still open. > **Subject:** Quick reminder: $[amount] for [service] on [date] > > Hi [Name], > > Just a follow-up on your [service] from [date]. The $[amount] balance is still open. > > Here's the link again so you don't have to dig for it: [payment link] > > If something's off with the amount, or you'd rather settle it another way, reply and let me know. > > Thanks, > [Your name], [Studio name] ### Final notice Use this about a week after the second reminder. Firm, calm, and specific about the next step. Only name a next step you have actually told clients about, such as in your booking policy. > **Subject:** Final reminder: balance for [date] > > Hi [Name], > > I've reached out a couple of times about the $[amount] balance from your [service] on [date], and it's still open. > > Please pay by [date] here: [payment link] > > If it's still open after that, [next step under your policy, e.g. we'll need it settled before your next booking]. > > If there's a problem I don't know about, reply and tell me. I'd rather sort it out together. > > [Your name], [Studio name] ### Reply when the client disputes the amount Use this when they write back saying the total looks wrong. Reply in the same thread. > **Subject:** Re: [their subject] > > Hi [Name], > > Thanks for checking. Here's how the total breaks down: > > \[Service]: $[price] > \[Add-on, if any]: $[price] > Deposit paid at booking: minus $[deposit] > **Balance left:** $[amount] > > [If you made a mistake: You're right, I've corrected it. The new amount is $[amount], and here's an updated link: [payment link]] > > [If the total stands: Does that match what you remember? The link is here when you're ready: [payment link]] > > [Your name] ### Thank-you once paid Send this the day the payment comes in. It closes the loop on a good note. > **Subject:** Got it, thank you! > > Hi [Name], > > Your payment of $[amount] came through, so you're all settled for [service] on [date]. Thank you! > > Whenever you're ready for your next visit, you can book here: [booking link] > > [Your name], [Studio name] > **Rather not chase balances at all?** Rezzy takes deposits or full payment when clients book, and emails a payment link for whatever is left. [Try Rezzy](/signup) with a 30-day money-back guarantee. ## How do you stop unpaid balances from happening? The best reminder is the one you never send. These habits cut how often a visit ends with money still owed. 1. **Take a deposit at booking.** It shrinks the balance and filters out clients who were never going to pay. See [take deposits or full payment](/guides/take-deposits-or-full-payment) and [how to take deposits for appointments](/blog/how-to-take-deposits-for-appointments). 2. **Take full payment upfront for fixed-price services.** No balance at checkout means nothing to chase. 3. **Save a card on file.** The client agrees to your policy at booking, and you only charge when you decide to. 4. **Settle up before they leave the chair.** "How would you like to pay today?" beats an email tomorrow. 5. **Ask for the deposit clearly.** Our [deposit request message templates](/guides/deposit-request-message-templates) cover the wording, and the [late cancellation email template](/guides/late-cancellation-email-template) covers fees when they cancel late. ## Payment reminder do's and don'ts | Do | Don't | |---|---| | Name the service, date, and exact amount | Say "you still owe us" with no details | | Show what they already paid | Make them work out the math | | Give one link to pay | List every payment app you use | | Assume it was an oversight the first time | Open with a threat | | Get firmer on the second and third email | Add surprise fees they never agreed to | | Send during business hours | Chase late at night | | Thank them once it's paid | Go silent after the money lands | **Polite, specific, and easy to pay.** That is how you get paid without making the next visit awkward. More templates: a [new client welcome email](/guides/new-client-welcome-email-template) to set up a first visit well, and [no-show text message templates](/guides/no-show-text-message-templates) for when a client misses one. ## How does Rezzy collect an unpaid balance? Rezzy keeps the list of who owes what and emails the payment link for you. You choose when to send it. Nothing goes out on its own. - **The Payments tab** lists every completed visit with money still owed. Click the bell, then **Payments**. - **Collect** emails the client a secure payment link for the remainder. A visit that already took a deposit only asks for what is left, so nobody pays twice. Once the client pays, the visit clears from the list. - **You can re-send the payment link** from the booking page if the first email got buried. That page also shows the running total. See [manage a booking](/guides/manage-a-booking). - **Mark as paid** records cash or a card-reader payment taken at the desk, so the visit stops showing as owed. - **Collect is on every paid plan** (Solo, Studio, and Unlimited) when you connect your own Stripe or Square account. The money lands in your account, with no commission. See [plans on the homepage](/#pricing). - **Owner only.** Payments and Collect are visible to the account owner, not team members. Full steps live in [collect an unpaid balance](/guides/collect-an-unpaid-balance). Deposits and card-on-file fees are on every plan too, so fewer visits end with a balance to chase.