WhatsApp fee reminder messages for studios: 30 templates in English and Hindi

Most studios and academies in India collect fees on WhatsApp, and most of the awkwardness comes from the reminder, not the fee. A good reminder is short, specific and friendly: who it's for, how much, by when, and how to pay. A bad one arrives at 11 pm, forgets the amount, or reads like a legal notice.

Below are 15 situations every studio meets, each with an English message and a Hindi message you can copy. That's 30 templates in all. Replace the words in double curly brackets, such as {{name}}, with your own details.

Before you send: three rules

Only message people who agreed to hear from you. Members and parents should have shared their number with your studio for updates. If you send through the WhatsApp Business Platform, which is how software sends reminders automatically, WhatsApp's business-messaging rules also apply: messages your studio starts must use templates that WhatsApp has approved.

Send at a sensible hour. A reminder during the working day reads as a courtesy. The same message late at night reads as pressure. Pick a regular time and stick to it, so reminders feel routine rather than personal.

Be specific. Every reminder should carry the member's name, the amount, the due date and a way to pay. A UPI link or QR code in the message removes the most common reason for delay, which is simply not having the details to hand.

How to use these templates

• Keep the amount and the date in every message. Vague reminders get vague replies.
• Add your payment link or UPI ID where the template says {{payment link}}.
• Sign off with your studio's name, not just a first name, so the message is easy to trust.
• For children's classes, write to the parent, and name the child and the batch.

Before the due date

1. A week before the due date

Hi {{name}}, a friendly note from {{studio}}: your fee of ₹{{amount}} for {{month}} is due on {{due date}}. You can pay any time before then here: {{payment link}}. Thank you!

नमस्ते {{name}}, {{studio}} की ओर से एक छोटी-सी सूचना: {{month}} की आपकी ₹{{amount}} फ़ीस {{due date}} तक जमा करनी है। आप उससे पहले कभी भी यहाँ भुगतान कर सकते हैं: {{payment link}}। धन्यवाद!

2. Three days before the due date

Hi {{name}}, just a reminder that your {{studio}} fee of ₹{{amount}} is due in three days, on {{due date}}. Pay here: {{payment link}}. See you in class!

नमस्ते {{name}}, याद दिला दें कि {{studio}} की आपकी ₹{{amount}} फ़ीस तीन दिन बाद, {{due date}} को देय है। भुगतान यहाँ करें: {{payment link}}। क्लास में मिलते हैं!

3. On the due date

Hi {{name}}, your {{studio}} fee of ₹{{amount}} is due today. If you've already paid, thank you, and please ignore this message. Otherwise you can pay here: {{payment link}}.

नमस्ते {{name}}, {{studio}} की आपकी ₹{{amount}} फ़ीस आज देय है। अगर आप भुगतान कर चुके हैं, तो धन्यवाद, कृपया इस संदेश को नज़रअंदाज़ करें। नहीं तो आप यहाँ भुगतान कर सकते हैं: {{payment link}}।

4. A monthly batch fee, written to a parent

Hello {{parent name}}, this is {{studio}}. {{child name}}'s fee for the {{batch}} batch for {{month}} is ₹{{amount}}, due on {{due date}}. You can pay here: {{payment link}}. Thank you for your support!

नमस्ते {{parent name}}, हम {{studio}} से बात कर रहे हैं। {{child name}} के {{batch}} बैच की {{month}} की फ़ीस ₹{{amount}} है, जो {{due date}} तक देनी है। आप यहाँ भुगतान कर सकते हैं: {{payment link}}। आपके सहयोग के लिए धन्यवाद!

After the due date

5. One day overdue

Hi {{name}}, we haven't received your {{studio}} fee of ₹{{amount}} that was due yesterday. It may have slipped your mind, so here's the link again: {{payment link}}. Thank you!

नमस्ते {{name}}, {{studio}} की आपकी ₹{{amount}} फ़ीस, जो कल देय थी, हमें अभी तक नहीं मिली है। शायद ध्यान से निकल गया हो, इसलिए लिंक फिर से भेज रहे हैं: {{payment link}}। धन्यवाद!

6. A gentle follow-up, a week overdue

Hi {{name}}, a gentle follow-up from {{studio}}: your fee of ₹{{amount}} for {{month}} is still pending. If anything has come up, just reply here and we'll work it out together. Pay here: {{payment link}}.

नमस्ते {{name}}, {{studio}} की ओर से एक विनम्र याद: {{month}} की आपकी ₹{{amount}} फ़ीस अभी बाकी है। अगर कोई परेशानी हो तो बस यहीं जवाब दें, हम मिलकर हल निकाल लेंगे। भुगतान यहाँ करें: {{payment link}}।

7. The final reminder, before the policy applies

Hi {{name}}, your {{studio}} fee of ₹{{amount}} is now {{days}} days overdue. As per our fee policy, class bookings are paused from {{date}} until the fee is paid. We'd love to keep you in class, so please pay here: {{payment link}}.

नमस्ते {{name}}, {{studio}} की आपकी ₹{{amount}} फ़ीस अब {{days}} दिन से बाकी है। हमारी फ़ीस नीति के अनुसार, फ़ीस जमा होने तक {{date}} से क्लास बुकिंग रोक दी जाएगी। हम चाहते हैं कि आप क्लास जारी रखें, इसलिए कृपया यहाँ भुगतान करें: {{payment link}}।

Only send this one if your written fee policy says so, and your members have seen it.

8. A part payment received, with a balance due

Hi {{name}}, thank you for your payment of ₹{{paid}} to {{studio}}. A balance of ₹{{balance}} is still due by {{due date}}. You can pay it here: {{payment link}}.

नमस्ते {{name}}, {{studio}} को ₹{{paid}} के भुगतान के लिए धन्यवाद। ₹{{balance}} की बाकी राशि {{due date}} तक देनी है। आप इसे यहाँ जमा कर सकते हैं: {{payment link}}।

After payment

9. Payment received: a thank-you receipt

Hi {{name}}, we've received your payment of ₹{{amount}} for {{month}}. Thank you! Your receipt: {{receipt link}}. See you in class, {{studio}}.

नमस्ते {{name}}, {{month}} के लिए आपका ₹{{amount}} का भुगतान हमें मिल गया है। धन्यवाद! आपकी रसीद: {{receipt link}}। क्लास में मिलते हैं, {{studio}}।

Renewals and packs

10. A membership renewal coming up

Hi {{name}}, your {{plan}} membership at {{studio}} ends on {{end date}}. Renew before then to keep your place in your classes: {{payment link}}. Thank you for practising with us!

नमस्ते {{name}}, {{studio}} में आपकी {{plan}} सदस्यता {{end date}} को समाप्त हो रही है। अपनी क्लास में जगह बनाए रखने के लिए उससे पहले नवीनीकरण करें: {{payment link}}। हमारे साथ अभ्यास करने के लिए धन्यवाद!

11. A membership that has ended

Hi {{name}}, we've missed you at {{studio}}! Your {{plan}} membership ended on {{end date}}. Whenever you're ready to come back, you can renew here: {{payment link}}.

नमस्ते {{name}}, {{studio}} में हमें आपकी कमी महसूस हो रही है! आपकी {{plan}} सदस्यता {{end date}} को समाप्त हो गई थी। जब भी आप लौटना चाहें, यहाँ नवीनीकरण कर सकते हैं: {{payment link}}।

12. A class pack running low

Hi {{name}}, you have {{classes left}} classes left on your {{studio}} class pack. Top up any time so your next booking goes through: {{payment link}}.

नमस्ते {{name}}, {{studio}} के आपके क्लास पैक में अब {{classes left}} क्लास बाकी हैं। अगली बुकिंग बिना रुकावट हो, इसके लिए कभी भी टॉप-अप करें: {{payment link}}।

Changes and special fees

13. A fee revision, with notice

Hi {{name}}, a note from {{studio}}: from {{start month}}, the monthly fee for {{batch}} will be ₹{{new amount}} (currently ₹{{old amount}}). Thank you for being part of the studio. Please reply if you have any questions.

नमस्ते {{name}}, {{studio}} की ओर से सूचना: {{start month}} से {{batch}} की मासिक फ़ीस ₹{{new amount}} होगी (अभी ₹{{old amount}} है)। स्टूडियो का हिस्सा बने रहने के लिए धन्यवाद। कोई सवाल हो तो कृपया जवाब दें।

Give members at least a month's notice of a fee change, and put the date in the first line.

14. A holiday break, with an adjusted fee

Hi {{name}}, {{studio}} is closed from {{start date}} to {{end date}} for {{holiday}}. The fee for {{month}} is adjusted to ₹{{amount}} for the classes that run, due on {{due date}}: {{payment link}}. Happy {{holiday}}!

नमस्ते {{name}}, {{holiday}} के लिए {{studio}} {{start date}} से {{end date}} तक बंद रहेगा। {{month}} की फ़ीस, चलने वाली क्लासों के हिसाब से, ₹{{amount}} रखी गई है, जो {{due date}} तक देनी है: {{payment link}}। {{holiday}} की शुभकामनाएँ!

15. An annual day or event fee

Hello {{parent name}}, {{child name}} is performing in our annual day on {{event date}}! The event fee of ₹{{amount}} covers {{what it covers}} and is due by {{due date}}: {{payment link}}. It's separate from the monthly fee.

नमस्ते {{parent name}}, {{child name}} {{event date}} को हमारे वार्षिक समारोह में प्रस्तुति देंगे! ₹{{amount}} का कार्यक्रम शुल्क {{what it covers}} के लिए है और {{due date}} तक देना है: {{payment link}}। यह मासिक फ़ीस से अलग है।

Sending reminders automatically

Copying these messages by hand works for a few students. Past that, the reminders that matter most (the day before, the day of, the day after) are the easiest to miss on a busy teaching day.

Studio software can send them for you. In StudioFly, fee-due, renewal and payment-receipt reminders go out on WhatsApp automatically from the dates already on each member's record, using approved templates. You choose how they're sent: through StudioFly's shared sender, WhatsApp Business on your own number, or your own Interakt or AiSensy account. Each route has its own setup and message charges. See WhatsApp fee and renewal reminders for what's included in each plan.

Running a gym rather than a studio? MyGymDesk's guide to WhatsApp for gyms covers the gym side.