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Failed payment email templates

Most failed payments are an expired card, not a customer who wants to leave. A calm, specific message with a direct link to fix it recovers most of them.

Replace the text in [brackets] before sending.

Templates

First notice

Email

Subject: Your payment for [Product] didn't go through

Hi [Customer name],

We tried to charge your card ending in [last 4 digits] for your [plan name] subscription on [date], but the payment was declined. This usually happens when a card has expired or the bank flagged the charge.

Your account is working as normal for now. To update your payment method, go to [billing page link]. It takes about a minute.

If you think the card should have worked, it's worth checking with your bank; they can see why it was declined, and we can't.

[Agent name]

Reminder before access is paused

Email

Subject: Action needed: update your payment method by [date]

Hi [Customer name],

We still haven't been able to collect your payment for [Product]. If the billing details aren't updated by [date], your account will be [paused / moved to the free plan].

Nothing will be deleted. As soon as the payment goes through, everything is back exactly as you left it.

You can update your card here: [billing page link]

If something has changed and you'd like to switch plans or cancel instead, just reply and I'll sort it out.

[Agent name]

Chat: helping fix it

Chat

No worries, this happens a lot when a card expires. Go to [Settings → Billing] and click "Update payment method". Once you save the new card, we'll retry the charge automatically. Let me know if it gives you any error.

Tips

  • Mention the last four digits of the card so the customer knows which card to replace.
  • Link directly to the billing page instead of describing a menu path in an email.
  • Say clearly what will happen and when if nothing changes, and whether any data is at risk.
  • Offer a plan change or cancellation in the reminder; some failed payments are quiet churn.

Avoid

  • Threatening subject lines like "Final warning" on the first notice.
  • Implying the customer did something wrong.
  • Asking for card details by email or chat.

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