Payment Reminder Letter (Excel)
A courteous payment reminder driven by a simple spreadsheet: name, amount due, due date.
Merge fields in this template
«FirstName»«LastName»«AddressLine1»«City»«State»«PostalCode»«AmountDue»«DueDate»
Data source: Excel / CSV upload
How to use it well
- Excel columns are whatever your spreadsheet says they are. Either rename your sheet’s columns to match these fields, or edit the merge fields in Word to match your columns.
- Your sheet needs at least: FirstName, LastName, AddressLine1, City, State, PostalCode, AmountDue, DueDate.
[Your Company Name]
[Street address · City, State ZIP · phone · email]
[Date]
«FirstName» «LastName»
«AddressLine1»
«City», «State» «PostalCode»
Dear «FirstName»,
This is a friendly reminder that a payment of «AmountDue» was due on «DueDate» and remains outstanding.
If you’ve already sent payment, thank you. Please disregard this note. Otherwise, we’d appreciate payment at your earliest convenience.
Questions? Contact us at [phone / email] and we’ll sort it out together.
Sincerely,
[Your name]
[Title · Your company]
Sending this to more than a handful of customers? Connect QuickBooks or Stripe and MergeNinja fills this letter in for every customer automatically: amounts, dates, days overdue, all of it.
Template questions
How do I use this template?
Download the .docx, open it in Word, and replace the [bracketed] placeholders: your letterhead, dates, and any wording you want to change. The «field» codes stay: they fill in automatically when you merge. Then upload it to MergeNinja (or use Word's own mail merge) against your Excel / CSV upload data.
What are the «fields» in the letter?
Real Word merge fields. For Excel data, the field names are suggestions: either rename your spreadsheet columns to match, or edit the merge fields in Word to match your columns. Column mapping in MergeNinja handles the rest.
Can I change the wording and formatting?
Completely. It's an ordinary Word document. Fonts, logo, layout, and tone are yours to edit; the merge only fills the field codes wherever you leave them.
Is the download really free?
Yes. No email required, no watermark. If you later want the letters filled in automatically for your whole customer list, that's what MergeNinja is for.
Related templates
Stop exporting. Start merging.
Connect your data, upload your Word template, and send every customer document in one click.
7 days free · no card to start