A good payment reminder email is short, polite and specific: it names the invoice number, the amount, the due date and how to pay, and it assumes the client simply forgot. That tone clears up most late payments without any friction. Build the invoice you are chasing in the invoice generator, then use the templates below to follow up.
The key idea is that almost all late payments are oversights, not refusals. Write as if that is true and you will be right most of the time, and gracious the rest.
Get the basics in every reminder
Whatever the stage, include four things so the client can act without replying to ask:
- the invoice number (in the subject line too),
- the amount due,
- the original due date,
- how to pay, with the invoice attached or linked.
A vague “just following up” makes the client hunt for the details. A reminder that hands them everything gets paid sooner.
The first reminder (friendly)
Send this a day or two after the due date. Keep it warm and brief.
Subject: Invoice INV-0042: quick reminder
Hi [Name],
Just a gentle nudge that invoice INV-0042 for [amount] was due on [date]. It may have slipped through, easily done. I have attached it again for convenience; payment details are at the bottom.
Let me know if you need anything from me. Thanks!
[Your name]
The second reminder (a touch firmer)
If the first goes quiet, follow up about a week later. Stay polite, but be clearer that it is now overdue.
Subject: Invoice INV-0042 now overdue: [amount]
Hi [Name],
Following up on invoice INV-0042 for [amount], which was due on [date] and is now overdue. Could you let me know when I can expect payment, or flag if there is any issue I can help with?
The invoice is attached again, with payment details included. Thanks for sorting this out.
[Your name]
The final reminder (firm and factual)
If earlier reminders are ignored, send a final, businesslike note. Reference any late-fee terms you agreed and stated on the invoice.
Subject: Final reminder: invoice INV-0042 overdue
Hi [Name],
Invoice INV-0042 for [amount] is now [number] days overdue. As set out in our terms, a late fee may apply to invoices unpaid past the due date. Please arrange payment by [date], or get in touch so we can resolve this.
[Your name]
Only mention a late fee if you agreed one and put it on the invoice, as covered in how to charge a late fee on an invoice.
Make the reminders easy on yourself
Keeping a copy of every invoice, named by its number, means your reminders are always accurate: the right number, amount and date, every time. Prompt sending, clear terms and easy payment cut the number of reminders you ever have to send, as covered in how to get paid faster.
Need to recreate or resend the invoice first? Open the invoice generator. It is free, with no watermark, and nothing you enter leaves your browser.
