Your customer knows exactly what is due and how to pay, and you have a clear next action if there is no response.
Check the amount and date first
Open the booking and current payment record. Check the total, payments received, any agreed changes and the actual customer due date. Ask your accounts colleague if a payment is unclear. If the customer says they have paid, check before asking again. Use Travelify alongside your payment records; changing a booking price does not itself collect or refund money.
The check before the reminder
- Reference
- EX-2048 · Alex Morgan · Spain, 8–15 August
- Holiday total
- £3,420
- Payment received
- £400 deposit
- Balance still due
- £3,020
- Customer due date
- 1 June 2027
- Next action
- Jamie to send the reminder today and check payment on 1 June.
Invented figures and terms. Use the actual customer due date and current records for your booking.
Write the amount, due date and booking reference
Put these three details near the top. Mention the destination so the customer recognises the booking. Keep the tone calm and helpful. Use the agreed due date, not a new deadline chosen for the reminder. Send it early enough for the customer to act; the example uses one week before the balance is due.
Give one clear way to pay
Use your business’s approved payment route and test the link. In Travelgenix Booking Documents, balance reminders can take the customer straight to their booking page to pay. If you take payment another way, give the checked instructions for that method. Do not ask customers to email or message card details. Give a monitored contact route if they need help.
A clear balance reminder
Fictional example. In your real email, add and test the approved payment button or link. This teaching example contains no working payment link.
Record the reminder and check again before chasing
Save when the reminder was sent and set a date to check the payment. If an automatic reminder is already scheduled, avoid sending a second one yourself. After payment arrives, update the record and send the normal receipt. If the due date passes, check the payment position and booking terms before contacting the customer. Ask what is happening; do not invent a cancellation deadline or extra fee.
If the due date has passed
Fictional example after a fresh payment check. Follow the actual booking terms and your agreed process if further action is needed.
Copy this reminder
Replace every bracketed section. Check recent payments, the due date and the payment link immediately before sending.
Your first action
Choose one balance due soon. Check its current payment record, then put the amount and due date in the first sentence of your reminder.
A simple check
Can the customer see what is due, when it is due and how to pay? Have you checked for a recent payment and an existing reminder?
How Travelgenix helps with this
Let your booking documents handle the reminder
Travelgenix Booking Documents includes instalment and final balance reminders in your brand. The payment button opens the customer’s booking page with the reference filled in. You can use your own wording, and the system checks the booking again before sending. Ask your account manager to check the setup with you, including how payments and any manual adjustments reach the booking record.