B1Monologue3 Min.

Dictating a Reminder About an Unpaid Invoice

An invoice is overdue — how to word the first payment reminder in English: friendly, clear and without threats.

SceneAccountant Michael dictates a friendly payment reminder to an English customer, sentence by sentence — from the subject line to the polite closing.

0:00 / 3 Min.

Tip: listen to the episode twice before you start the test. · Worksheet (PDF)

✓ To the comprehension test

Michael — Accountant, printing company in Leipzig

Listen first, then answer. No penalties — every explanation points to the moment in the conversation.

01What does Michael dictate in this episode?

02By when should the customer settle the amount?

03The invoice was due on the tenth of July.

04Michael recommends threatening the customer in the first reminder.

05Which word is missing?

We have not yet ___ your payment of one thousand two hundred euros.

06Which word is missing?

According to our ___, invoice 4711 is still outstanding.

07Put the parts of the payment reminder in the correct order.

Transcript

The full transcript opens after the comprehension test — so you train real listening instead of reading along.

German support

MichaelHello, I'm Michael, and I look after accounts receivable at a printing company in Leipzig. Today I'll dictate a payment reminder in English — a polite one, because most late payers are good customers with a busy inbox. A good reminder does two things at once: it collects the money, and it keeps the customer.„Accounts receivable" = Debitorenbuchhaltung / offene Forderungen.

MichaelThe situation: invoice number 4711, one thousand two hundred euros, due date the tenth of July — and today is the twenty-eighth. Eighteen days late — that is normal business life, not a crime scene. Time for a friendly reminder.„Due date" = Fälligkeitsdatum.

MichaelSubject line first: 'Friendly reminder: invoice 4711'. The word 'friendly' sets the tone before the customer even opens the email. Never write 'urgent' or 'second warning' in a first reminder — you would burn goodwill you might need later.

MichaelNow the opening: 'Dear Ms Carter, I hope you are well. According to our records, invoice 4711 is still outstanding.' That phrase is an important signal: maybe our records are wrong — we are not blaming anyone yet.„According to our records" = laut unseren Unterlagen; „outstanding" = offen, unbezahlt.

MichaelOne warning before we continue. Many German speakers write: 'We have not become your payment.' That is the false friend 'bekommen'. In English, 'to become' means 'werden' — the correct verb is 'to receive'.„Bekommen" heißt „to receive" – „to become" bedeutet „werden".

MichaelSo the next sentence is: 'We have not yet received your payment of one thousand two hundred euros.' Received — not become.

MichaelThen stay polite and give the customer a way out: 'Perhaps the invoice has slipped through — this happens to all of us. May we ask you to settle the amount by the fifth of August?'„To slip through" = durchrutschen; „to settle the amount" = den Betrag begleichen.

MichaelClose without drama: 'If you have already made the payment, please ignore this email. Thank you very much for your cooperation.' That last sentence costs you nothing, and it saves the customer's face if the payment and your email crossed.

MichaelRead the whole email once before you send it. A first reminder should sound like a helping hand, not like a threat — you want the money and the customer. And if nothing happens by the fifth of August? Then you send a second, firmer reminder — but that is a topic for another episode.

Key phrases

friendly reminder

a polite note that something is still open

Just a friendly reminder that the report is due tomorrow.

according to our records

phrase pointing to your documentation, not blame

According to our records, the contract ends in June.

outstanding

not yet paid

Two invoices from May are still outstanding.

to receive

to get something that was sent to you

We received your payment this morning — thank you.

due date

the date by which payment must arrive

The due date on the invoice is the tenth of July.

to slip through

to be missed by accident

Sorry, your email slipped through during the holidays.

to settle the amount

to pay what is owed

Please settle the amount by the end of the week.

cooperation

working together helpfully

Thank you for your cooperation in this matter.

Language notes

In this episode an accountant dictates a first payment reminder in English: a friendly subject line, a neutral reference to the records, a clear payment request with a new date and a closing without threats. You learn the key phrases for payment reminders in English (level B1) — and why "bekommen" is never "become".

Neutral, not accusing: "according to our records"

An English payment reminder does not accuse, it documents: "According to our records, invoice 4711 is still outstanding." The phrase anchors the statement in your own records — if the customer has already paid, nobody loses face. The closing line "If you have already made the payment, please ignore this email" works the same way: it removes any sting and protects the relationship.

The false friend: bekommen ≠ become

"To become" means "werden" — not "bekommen". The sentence "We have not become your payment" literally means "we have not turned into your payment" and earns you a smile at best, confusion at worst. The correct verb is "to receive": "We have not yet received your payment." The little "yet" matters — it signals that you still expect the payment to arrive.

Offering a way out — and a clear date

The first reminder assumes no bad intent: "Perhaps the invoice has slipped through — this happens to all of us." That sentence gives the customer a face-saving way out. It is followed immediately by the clear request with "by" and a concrete date: "May we ask you to settle the amount by the fifth of August?" In English, politeness and firmness are not opposites — the question form "May we ask you …?" is friendly, while the date itself is not up for debate.

Keep practising: Learn business English online — with real teachers from Simmonds, since 2004.

Frequently asked questions

What language level is this episode for?

Level B1 (CEFR). The monologue uses clear business English with distinct pronunciation; the vocabulary list explains all eight key phrases bilingually.

How do I write a payment reminder in English?

In four steps: a friendly subject line ("Friendly reminder: invoice 4711"), a neutral opening ("According to our records … still outstanding"), a clear request with a date ("settle the amount by the fifth of August") and a closing without threats ("please ignore this email if you have already paid").

Is German "bekommen" the English "become"?

No. "To become" means "werden" (to turn into). German "bekommen" is "to receive" (or informally "to get"): "We have not yet received your payment."

Where can I practise these phrases live?

In the online business English courses from Simmonds Language Services (englisch-lehrer.com/online): live lessons with real teachers on Zoom, for companies and individuals across Germany — since 2004. Start with a free consultation.

Are the voices real?

Episodes are produced with high-quality AI voices (Hume) and editorially reviewed by our trainer team — the same method as our interactive lessons.

Want to practise these phrases in a real conversation?

The podcast trains your ear — in our online lessons you practise the conversation yourself, with real teachers. For companies across Germany since 2004.

Online lessons with real teachers Book a free consultation