After successfully receiving payment from a customer, there’s only one thing you can do, and that is to send them a “payment received email”, “payment successful” or “thank you for your payment email”. After receiving a payment from a customer, these emails are non-negotiable and must be sent.
By sending a payment received email, you do two things:
- You tell the customer that their payment was successful.
- You drastically reduce any complaints made to the customer service team concerning payment failure.
In this digital age, payments can fail for a number of reasons. And even when they do seem to go through, there’s a chance they did not. By sending a payment received email, you reassure your customer that their payment was successful.
If the above isn’t done, and your customer is unsure of their payment status, there’s only one thing for them to do, and that is to send a barrage of calls and emails to your support team. So, by telling your customer of this development, you completely clear any doubts they may have about the validity of their payments.
How to Reply Professionally To Vendors Requesting Payment
How to Write a Payment Received Email
Like all professional emails, payment received emails also have necessary steps that must be taken to ensure they’re written properly. In this section of the article, we’re going to discuss everything that should be in a payment received email.
1. Confirm the payment
This seems obvious as it’s the entire reason the email is written. Still, it is extremely important that the payment is confirmed in the email. Not just that, it must contain all the necessary information as well.
The information that will be included in this email is what the customer already knows, but this doesn’t undermine its importance. A payment received email must contain the date the payment was made, how much was paid, the product that was purchased, and other seemingly irrelevant information that pertains to the payment made.
What this does is it serves as a receipt that is shared with you and the customer. To promote transparency and inform the client, “yes, this is the amount you paid and what you paid it for.”
2. Update the status of their account or balance
This point depends on the kind of business you run. If your business deals with wallet balances or your business model is such that customers top up their accounts, then this is an extremely important part of the email that must not be neglected.
Also, if you run a service-based business or you’re into the sales of digital products, this is an equally important part of your payment received email that must not be neglected.
Lastly, if the customer has outstanding debts, this is also the medium to remind them of how much they owe and when they’re expected to pay back.
3. Update on their purchase or order
Another thing that must be included in a payment received email is an update on their purchase.
If the payment was to order a product, a payment received email should give the customer an update on their order. Is it being shipped? Is it being processed? How many working days till they receive their order? These are the kinds of information that should be included in a payment received email.
For subscription-based payments, a payment received email must give the customer an update on their subscription as well. Such as the duration of the subscription, the benefits associated with the subscription, etc.
4. Show their order status
An example of this is a dashboard. Make sure your payment received email leads your customer to a place where they can see their updated status. If it’s an order, this dashboard should contain information related to the shipping, product details, etc.
For subscription-based packages, this section should tell them how long their subscription is valid and the plan they’re on.
By ensuring all of these are in your payment received email, you drastically reduce contact between the sales department and the customer.
5. Provide your contact information.
The main reason for sending a payment received email is to inform the customer of their purchase and also to reduce the contact with your customer service or sales team.
While sending this email will serve the above purposes, it will not completely get rid of the latter. This means customers are still going to want to reach your support team. And your job is to make this easier for them. This is why every payment received email must include your contact information.
How to Request for the Payment of an Overdue Invoice via Email
Things You Should Avoid When Writing a Payment Received Email
This is an e-receipt. This means there are things that should not be included. If not written properly, a payment received email may lead to more inquiries from the customer, ultimately negating the reason the emails were written in the first place.
- Do more than the bare minimum
What is the bare minimum when writing a payment received email? The bare minimum is just sending an email to the customer confirming payment and nothing else.
An example is this:
Dear Customer, Thank you for registering for the summer camp. Your payment has been received. Best Regards, Team
This is a clear example of a bare minimum. It neglected to mention the amount, contact information for further inquiries, the next step for the customer to take, etc. These are non-negotiable when writing a payment received email.
- Do not upsell in your thank you emails.
The chance to upsell your customer is before they make the purchase. Upselling a customer after a purchase has been made will be a turn-off and isn’t an ineffective strategy.
If you’re in a product-based business, a payment received email can be used to suggest other products to the customer. The only requirement is that it is done subtly.
An example of this would be:
To check out more of our products at a 20% discount, click this link.
The above is a subtle way to introduce more products to the customer instead of downright upselling.
Payment Has Been Made Email Sample
Subject: Payment Confirmation - Expect Funds Within 72 Hours Hello, We are pleased to inform you that your payment has been successfully processed. The funds are on their way and should reflect in your account within the next 72 hours. Thank you for your prompt payment. If you have any questions or require further assistance, please don't hesitate to contact our support team. Best regards, [Your Name]
Payment Received Confirmation Email
Subject: Payment Received Confirmation Dear [Customer's Name], We are writing to confirm the successful receipt of your payment. Your transaction has been processed and the funds are now credited to your account. Payment Details: Invoice/Reference Number: [Invoice/Reference Number] Payment Amount: [Payment Amount] Payment Date: [Payment Date] If you have any questions regarding this payment or need further assistance, please feel free to contact our support team. Thank you for choosing our services. Best regards, [Your Name]
Payment Received Email Reply
Subject: Re: Payment Received Confirmation Dear [Your Name], Thank you for confirming the receipt of my payment. I appreciate your prompt response. If there are any additional steps I need to take or any further information required from my end, please let me know. Otherwise, I'm pleased to have successfully completed the payment process. Looking forward to continued cooperation. Best regards, [Customer's Name]
Payment Received Mail to Client
Subject: Payment Received - Invoice #[Invoice Number] Dear [Client's Name], I hope this email finds you well. We are writing to inform you that we have received your recent payment for Invoice #[Invoice Number]. We sincerely appreciate your timely payment and the trust you've placed in our services. Payment Details: Invoice Number: [Invoice Number] Payment Amount: [Payment Amount] Payment Date: [Payment Date] Payment Method: [Payment Method] Your payment has been successfully processed, and your account has been updated accordingly. If you have any questions or concerns about the payment, please don't hesitate to reach out to our dedicated support team. We look forward to continuing our partnership and serving your needs. Thank you once again for your business. Best regards, [Your Name] [Your Title] [Your Contact Information]
Payment Received Email Template One
Subject: Payment Received Dear Customer, Thank you for your order! This email is written to acknowledge payment of (amount) for the purchase of (the product that was purchased). Your package is being cleared and will be shipped within (shipping date estimate). To get real-time tracking details, please check your dashboard here. For further information, kindly contact our support team (customer support details). Thank you for doing business with us. To check out more of our products at a 20% discount, click this link. Kind Regards, Woculus Team
Payment Received Email Template Two
Subject: Subscription Successful Dear Customer, Your one-month subscription to Woculus Premium was processed successfully. You can now enjoy (the benefits of the package). Please note that you cannot share your account with anyone as that would lead to your account getting restricted. Your subscription is valid from (state the validity period). Please click this link to access your profile. Thank you for choosing Woculus. For further information, kindly contact our support team via email at [email protected] or via cell on 123456789. Best Regards, The Woculus team.
Payment Received Email Samples One
Subject: Payment Received Dear Customer, Thank you for your order! This email is written to acknowledge payment of $800 for the purchase of Xony XM1000HW. Your package is being cleared and will be shipped within 3-5 business days. To get real-time tracking details, please check your dashboard here. For further information, kindly contact our support team via email at [email protected] or via cell on 123456789. Thank you for doing business with us. To check out more of our products at a 20% discount, click this link. Kind Regards, Woculus Team
Payment Received Email Samples Two
Subject: Subscription Successful Dear Customer, Your one-month subscription to Woculus Premium was processed successfully. You can now enjoy high-resolution streaming and multi-device syncing. Please note that you cannot share your account with anyone as that would lead to your account getting restricted. Your subscription is valid from the 18th of January to the 18th of February. Please click this link to access your profile. Thank you for choosing Woculus. For further information, kindly contact our support team via email at [email protected] or via cell on 123456789. Best Regards, The Woculus team.
Payment Received Email Samples Three
Subject: Account Top-up Successful Dear Customer, Your account top-up of $700 was processed successfully on the 17th of January at 18:00 CET. This brings your total balance and $650, and your outstanding balance is now $0.00. Kindly check out your dashboard by clicking here. For further information, kindly contact our support team via email at [email protected] or via cell on 123456789. Thank you for choosing Woculus. Best Regards, Woculus Team
Conclusion
Sending a payment received email is a non-negotiable aspect of a business that transacts online. By sending your customers payment received emails, you verify a successful payment receipt.
In this article, we’ve listed everything you need to know when it comes to acknowledging payments online and included samples to help you write your payment received emails to your customer.
