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Explaining payment terms

Channel
Email
Use when
You want to confirm, in plain language, the payment terms you have already discussed.

Tip: Discuss terms in conversation first; this email confirms what you agreed. Telling partners how you protect them makes verification feel mutual.

Fill every field before you send. Remove any line that does not apply, rather than leaving a field empty. Adjust the greeting to the time of day where your partner is.

Fill in the details

Details you enter are remembered on this device for your next template.

The partner's title, for example Mr., Mrs., Dr., Engr., Barr., Chief or Alhaji.
The partner's surname. Use first names only after the partner invites you to.
The currency of the price and payment, for example USD.
The payment method, for example a confirmed letter of credit, escrow or staged payments.
The payment schedule, for example 30% with order and 70% before shipment [example only].
Who pays bank charges on each side.
The invoice number.
The one email address your invoices and payment messages always come from.
Your phone number with the +1 country code; add WhatsApp if you use it.
Your full name.
Your company name.

Preview

Subject: Payment terms for your order

Dear {{PartnerTitle}} {{Surname}},

Thank you for your order. So that everything is clear for both of us, here are our payment terms in plain language:

1. Currency: {{Currency}}

2. Payment method: {{PaymentMethod}}

3. Schedule: {{PaymentTerms}}

4. Bank charges: {{BankCharges}}

5. Invoice: invoice {{InvoiceNumber}} will come from {{MyEmail}}.

Our bank details will never change by email alone. If you ever receive a message saying they have changed, please call us at {{MyPhone}} before you make any payment.

Please let me know if anything is unclear. I am happy to discuss it by phone.

Kind regards,

{{MyName}}

{{MyCompany}}

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From DealDialect (dealdialect.com) by Ayomide Adeyeye, licensed CC BY 4.0.