Payment Reminder Message to Clients: Templates
A good payment reminder message says the amount, what it is for and how to pay, without sounding like a scolding. Send it on the agreed day, from the same number you use with clients, and put the payment details in the message itself. Templates to copy are below.
By the Citalu team
Three times you ask a client to pay
In a salon, payment comes up at three points: the deposit to hold a time, the balance after the appointment and an amount left for later. Each one needs a different message. The deposit has a short deadline because the time is on hold. The balance is a light reminder. A late payment needs a clear date.
What every payment reminder needs
Include the client's name, the service, the appointment date and the exact amount. Put your payment details in the same message so they don't have to ask. Say what happens next: "once it comes in, I'll confirm here." Skip all caps, piles of exclamation points and phrases like "final notice" in the first message.
When to send a payment reminder
For a deposit, send it with the booking confirmation, and a light reminder if the receipt doesn't arrive by the agreed time. For a balance, send it the same day as the appointment. For a late payment, wait one or two days after the agreed date and send it during business hours. Don't send payment reminders late at night or on weekends.
How Citalu helps you know who owes what
In Citalu, the deposit is part of the booking: clients see your payment details and upload their receipt from the link, and the appointment stays under review until you approve it. After the appointment, you mark "Showed up" and the payment method. In Reports, the Payments button shows what is still left to collect this month. You send the reminder from your own WhatsApp.
Messages to copy
Replace what is in brackets and send it on WhatsApp.
Hi [name], your [service] is on hold for [day] at [time]. To confirm it, the deposit is [amount]. My payment details: [details]. Once you send it, share the receipt here.
Hi [name], just a reminder about the deposit for your appointment on [day]. I'm holding the time for you until [time]. If your plans changed, let me know and I'll free it up.
Hi [name], thanks for coming in today. There's a [amount] balance left for your [service]. My details: [details]. Once you send it, share the receipt and I'll mark it paid.
Hi [name], hope you're well. Just a reminder about the [amount] from your appointment on [date]. If you already paid, please send me the receipt and I'll check.
Hi [name], the [amount] from your appointment on [date] is still open. Could you send it by [due date]? If you need to split it, let me know and we'll work it out.
Hi [name], I got your payment of [amount]. You're all set. Thank you!
How to put it into practice
- Pick the template for the moment: deposit, balance or late payment.
- Replace the text in brackets with the name, service and amount.
- Send it during business hours and record the payment when it arrives.
Frequently asked questions
How do I ask a client for payment politely?
Start with their name and a greeting, state the amount and what it's for in one sentence, and include your payment details. End with the next step, like "send me the receipt." A neutral tone works better than apologizing or threatening.
How many reminders can I send?
One light reminder and, if there's no reply, a second one with the date you need the payment by. After that, call them or talk in person at their next visit.
Can I send payment reminders in a broadcast list?
It's not a good idea. Payment reminders are individual: each one has its own amount and service. Send one conversation per client.
Does Citalu send payment reminders on its own?
No. Citalu shows which deposits are under review and what is still left to collect. You send the reminder from your own WhatsApp, with the template you prefer.
Bring that order to your schedule
Try Citalu with your services and hours. You get 14 days free to see if it fits your business.