Client Paid the Wrong Amount: Email Templates for Short Payments

A payment arrives, but it is not the number on your invoice. Maybe bank or transfer fees were taken off, the wrong invoice was paid, an old rate was used, or tax was withheld. Most short payments are honest mistakes, so the goal is a quick, friendly correction that shows the exact gap and makes paying the rest easy.

Common reasons a client pays the wrong amount

• International transfer, wire, or platform fees were deducted along the way.
• They paid from an old quote or rate instead of the final invoice.
• They paid a different invoice, or combined several invoices incorrectly.
• Tax was withheld, or a discount you never agreed to was applied.

Before you send

• Confirm what actually arrived in your account and when, not just the client's remittance note.
• Calculate the exact difference and show the math: invoiced, received, balance.
• Check your agreement for who pays transfer fees, so you can point to it if needed.
• Issue an updated invoice or statement showing the remaining balance.

Free template 1: Friendly short-payment note

Replace every [bracket] before sending.

Hi [Client Name],

Thank you for your payment of [Amount Received] on [Payment Date]. I really appreciate it.

It looks like it came in a little short of the invoice total:
- Invoice [Invoice #]: [Invoice Amount]
- Received: [Amount Received]
- Remaining balance: [Balance]

Could you send the remaining [Balance] when you get a moment? Here is the link: [Payment Link]. I have attached an updated statement.

Thanks again,
[Your Name]

Free template 2: When fees or tax were deducted

Replace every [bracket] before sending.

Hi [Client Name],

Thanks for sending payment for invoice [Invoice #]. The amount that reached my account was [Amount Received], which is [Balance] less than the invoiced [Invoice Amount]. It looks like [transfer fees / platform fees / withholding tax] were deducted.

Our [Contract / Proposal] states that [payments are made in full in USD / the client covers transfer fees]. Could you send the [Balance] difference, and for future payments choose the "sender pays fees" (OUR) option or use [Preferred Payment Method]?

If tax was withheld by law, could you send the withholding certificate so I can account for it correctly?

Best,
[Your Name]

Free template 3: When the client overpaid

Replace every [bracket] before sending.

Hi [Client Name],

Thank you for your payment on [Payment Date]. You sent [Amount Received], which is [Overpayment] more than invoice [Invoice #] ([Invoice Amount]).

Happy to handle this whichever way suits you best:
1. I refund the [Overpayment] to [original payment method].
2. I keep it as a credit against your next invoice.

Just reply with your preference and I will take care of it right away.

Best,
[Your Name]

Free sample: try one email from the full pack before you buy.

Free mini-pack: 3 more follow-up templates (HTML + PDF), no signup.

Related guides

• Invoice not paid in full
• Partial payment received
• Client says they already paid
• Payment failed or bounced
• Thank-you-for-payment email

Not legal advice. These are practical communication templates for freelancers and small service businesses. For disputed or large debts, talk to a lawyer in your jurisdiction.