Email template

Payment failed or bounced: email template

When to send it: When a card payment fails, a direct debit bounces or a cheque is returned.

Subject line

Email

Hi [Client name],

Just to let you know, the payment for invoice [Invoice number] ([Amount]) didn't go through on [Date] — it was [declined / returned by the bank].

These things happen. Could you try again using the link below, or pay by bank transfer to the details on the invoice?

[Payment link]

Thanks,
[Your name]

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Why this works

Keep it blameless. Most failed payments are expired cards or bank fraud checks.
Give a fallback method in the same email.

Useful tools for this stage

Late payment interest calculator — the exact interest and compensation to quote.
WhatsApp & SMS reminder generator — for clients who ignore email.
Letter before action generator — when reminders have run out.

More templates like this

Client has gone silent (ghosting)When a client who used to reply has stopped answering entirely.Partial payment received — chasing the balanceWhen a client pays only part of the invoice.Responding to a disputed invoiceWhen a client says they will not pay because they are unhappy with the work or the amount.Offering a payment planWhen a client says they cannot pay the full amount at once.

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Send this automatically

AutoChase sends the right reminder at the right time, tracks when your client opens it, and stops as soon as they pay. Free for 3 invoices.

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