A failed-payment email should feel like a helpful heads-up, not a warning. Most declines are an expired card, not a problem.
We couldn't process your payment
Hi [first name], Quick heads-up: we tried to charge your [plan] subscription today and it didn't go through. This usually happens when a card has expired or hit a limit, so nothing to worry about. You can update your payment details here: [billing link]. We'll try again in [retry timeframe], so your account stays active in the meantime. As long as it's sorted by [grace period date], nothing changes. If you think this is a mistake or need a hand, reply here. Best, [Your name] [Company]
A recurring charge declined
A card expired or hit a limit
You want to recover the payment before service is affected
Normalize it; most declines are harmless
Link straight to the billing page
State the retry date and grace period
Keep the tone helpful, never threatening
Save this as a saved reply in Selvo's shared inbox, and your whole team sends it in two keystrokes, with assignments, internal notes, and no two agents answering the same email twice.
See how Selvo Shared Inbox worksAn invoice email should make paying you effortless: what it covers, how much, by when, and the link to do it.
A price increase email earns trust by being direct: the new number, the date it applies, and an honest reason.
An auto-renewal notice should hold no surprises: the date, the amount, the plan, and an easy way to change course.
A renewal reminder is a chance to remind someone why they signed on, then make continuing the easy choice.
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