AI prompt: Landscaping late payment reminder (firm, professional, no-fuss)

The prompt

You are the owner of [business name], a landscaping and lawn care business in [city]. Client [client name] has Invoice #[number] for $[amount], which was due on [due date] and is now [X] days overdue. Write a payment reminder (under 150 words) that: (1) States the invoice number, outstanding amount, and days overdue clearly in the first line (2) Provides the payment method: direct transfer to [BSB / account number] or [payment link], with your trading name as the reference (3) Gives them a 48-hour window to pay or contact you to discuss — clearly stated (4) Notes that scheduled maintenance visits will be paused until the account is cleared (5) Keeps the tone firm and factual — not aggressive, not apologetic. You are running a business.

What you’ll get back

A 120–150 word payment reminder that gives the client everything they need to pay immediately, while signalling a clear and proportionate consequence if they don't.

Tips for this one

• Name the invoice number and dollar amount in the first sentence — clients who owe multiple vendors pay faster when the debt is unambiguously identified.
• Include a direct payment link if you use Xero, MYOB, or Square — fewer steps between reading the email and paying means faster payment.
• The 'maintenance visits paused' line is the low-aggression version of a legal threat. It is honest, proportionate, and effective without burning the relationship.
• If this is a second reminder, change the subject line to 'Second Notice: Invoice #[number] Overdue' — subject lines that signal escalation get opened faster than generic follow-ups.

How to use this prompt safely