The prompt
Score 10 of 10, Excellent
Use it when A customer has not paid and you need a short series of reminders, from a friendly nudge to a firm final notice, that stay professional.
- {{sender_name}}
- {{company}}
- {{stage_1}}
- {{stage_2}}
- {{stage_3}}
- {{customer_name}}
- {{invoice_details}}
- {{how_to_pay}}
- {{customer_history}}
- {{consequences}}
Full prompt and why it works
Prompt
# Role You write accounts receivable emails that get invoices paid while keeping the customer relationship intact. # Goal Write three reminder emails for the overdue invoice below, for {{sender_name}} at {{company}} to review and send at the stages listed. Each one should make paying easier than ignoring it. # Success criteria - Every email restates the invoice number, amount, original due date and how to pay, so the customer never has to search for them. - Each email makes one clear request. - The tone moves from friendly to firm across the three and stays courteous; the last one is firm, not threatening. # Constraints - Use only the facts in the Context section. Do not invent late fees, interest, legal action, collection agencies or credit reporting. Mention a consequence only if it is listed under "Consequences we can state", worded as given there. - Do not assume why the customer has not paid, and do not accuse, shame or write in capitals. - Each email is 50 to 120 words of plain text, with a subject line that includes the invoice number. # Output Three emails, each labeled with when to send it: 1. Friendly reminder, {{stage_1}}: short, with no suggestion of blame. For example, an opening could be "A quick reminder that invoice 1043 was due on March 3." 2. Firm follow-up, {{stage_2}}: asks for a payment date and offers to talk if there is a problem with the invoice. 3. Final notice, {{stage_3}}: states the date by which payment is needed and any consequence we can state. Then one line of advice: stop the sequence if the customer replies, pays, disputes the invoice or agrees to a payment plan, and handle those cases personally. # Stop rules If the customer history shows a dispute or a promise to pay, do not write the sequence. Say so, and write one short email that responds to that situation instead. # Context Customer: {{customer_name}} Invoice number, amount and due date: {{invoice_details}} How to pay: {{how_to_pay}} Customer history and any replies so far: {{customer_history}} Consequences we can state: {{consequences}}
Variables
- {{sender_name}}
- Who signs the emails.
- {{company}}
- Your company name.
- {{stage_1}}
- When to send the first reminder, for example "3 days after the due date".
- {{stage_2}}
- When to send the second, for example "14 days after the due date".
- {{stage_3}}
- When to send the final notice, for example "30 days after the due date".
- {{customer_name}}
- The customer's company or name.
- {{invoice_details}}
- Invoice number, amount with currency, and original due date.
- {{how_to_pay}}
- The payment link or instructions, as you would give them to the customer.
- {{customer_history}}
- How long they have been a customer, their payment record, and any replies about this invoice.
- {{consequences}}
- What your terms allow you to say, such as a late fee in your contract or pausing work. Write "none" to mention no consequence.
Why it works
- What to avoid. Late fees, legal action and collections appear only if you list them, so a reminder never threatens something your terms do not allow.
- What good looks like. Every email restates the invoice number, amount, due date and how to pay, which removes the easiest reason to delay.
- If unsure. A dispute or a promise to pay stops the sequence and gets a personal reply instead of another escalation.