Email template

Confirming what was agreed on a phone call: email template

When to send it: Straight after a phone conversation about an overdue invoice.

Subject line

Email

Hi [Client name],

Thanks for taking the time to speak today. Just to confirm what we agreed:

- Invoice [Invoice number] for [Amount] will be paid by [Agreed date]
- [Any other point agreed]

If I've got any of that wrong, please let me know.

Thanks,
[Your name]

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Why this works

Always put phone agreements in writing the same day. It turns a conversation into evidence.
Keep it neutral and factual — this email might be read by a judge one day.

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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