Let's talk about an email no one wants to send: the service suspension notice for non-payment. It's an awkward but necessary part of running a business, so we've put together five templates to help you handle it with confidence.
Working from a template takes the guesswork out of it, helping you communicate clearly and effectively when it matters most.
<template>
Subject: Heads-up: We couldn't process your recent payment
Hi [*First Name*],
We're writing to let you know that we were unable to process the payment for your subscription for invoice [*Invoice Number*]. The amount due is [*Amount*].
Your account is still active, but to ensure uninterrupted service, we recommend updating your payment information. You can update your billing details directly from your account.
If you have any questions or believe this is an error, please let us know. We're here to help.
Best,
[*Your Name*]
[*Your Position*]
[*Company Name*]
</template>
<template>
Subject: Action Required: Your account will be suspended in [*X days*]
Hi [*First Name*],
We're reaching out again because our attempt to process the payment for your subscription for invoice [*Invoice Number*] was unsuccessful. The outstanding amount is [*Amount*].
To ensure your service isn't interrupted, please update your payment information. If the balance isn't settled by [*Suspension Date*], your account will be suspended. This means you will lose access to your workflows and will be unable to send emails.
You can resolve this by updating your billing details directly from your account settings.
If you believe this is an error or have any questions, please reply to this email. We're here to help.
Best,
[*Your Name*]
[*Your Position*]
[*Company Name*]
</template>
<template>
Subject: Final Notice: Your account will be suspended tomorrow
Hi [*First Name*],
This is our final reminder regarding the overdue payment for invoice [*Invoice Number*]. The outstanding balance is [*Amount*].
We've tried to reach you a few times without success. To avoid service interruption, please update your payment information today. If the payment isn't resolved by [*Suspension Date*], your account will be suspended.
A suspended account means you will lose access to your designs and workflows, and your automated emails will stop sending.
You can settle the balance and keep your account active by updating your billing details here:
If you've already updated your payment details, please disregard this email. If you need any help, our support team is ready to assist.
Best,
[*Your Name*]
[*Your Position*]
[*Company Name*]
</template>
<template>
Subject: Important: Your account has been deactivated
Hi [*First Name*],
We're writing to inform you that your account has been deactivated due to the non-payment of invoice [*Invoice Number*] for [*Amount*].
This means you no longer have access to your account, and your designs, workflows, and automated emails are now inactive. Please be aware that all account data is scheduled for permanent deletion in [*X days*] if the outstanding balance is not settled.
We would love to have you back. You can reactivate your account and restore your access immediately by settling the outstanding balance.
Settle Balance & Reactivate Account
If you have any questions or need assistance, please reply to this email. Our support team is here to help.
Best,
[*Your Name*]
[*Your Position*]
[*Company Name*]
</template>
<template>
Subject: Welcome back! Your account has been reactivated.
Hi [*First Name*],
Great news! We've successfully processed your payment, and your account has been reactivated. You now have full access to your designs, workflows, and all features.
You can log in now and pick up right where you left off.
We're happy to have you back. If you have any questions, please feel free to reach out to our support team.
Best,
[*Your Name*]
[*Your Position*]
[*Company Name*]
</template>
While these templates for handling non-payment are useful, having the right platform to manage all your customer communications makes the process much simpler. Flodesk provides intuitive email marketing tools built for small businesses, helping you grow and monetize your email list. You can create, send, and automate emails without any coding or design experience.
Our platform gives you a straightforward email builder, powerful automations, and well-designed forms to support your business. We provide everything you need for effective email marketing, stripping away the complexity. This allows beginners and experts alike to send emails that engage their audience and drive results.
Handling non-payment emails professionally is crucial for maintaining customer relationships. Having a system in place for these sensitive communications ensures you can act decisively while keeping the door open for customers to return.
Flodesk provides the tools to manage all your customer emails, from automated payment reminders to your regular newsletters. Our platform is built to help you communicate effectively, so sign up to get started.
Stunning email marketing and automation tools to bring your brand to life and scale your small business.
