Payment Reminder Email Templates for Unpaid Invoices

Most overdue invoices get paid after one or two reminders. The trick is sending them on time, keeping them short, and making it impossible to misunderstand what you're asking for. Here are templates for each stage. Replace the bracketed bits and send.

Rules that apply to every reminder

• Put the invoice number and amount in the subject line. People search their inbox by number.
• Attach the invoice again. Every time. Never make them look for it.
• Include how to pay, or a payment link.
• One ask per email. "Please pay" or "please tell me when it will be paid", not both plus a question about next month's project.
• No apologies. You're not bothering them; you're following up on an agreed payment.
• Send it to the right person. If your contact isn't the one who pays, copy the accounts team.

1. Before it's due (optional)

Useful for new clients, large amounts or clients with a history of paying late.

Subject: Invoice [INV-0148] due [Friday 15 September]

Hi [Name],

Just a heads-up that invoice [INV-0148] for [$2,400.00] is due on [Friday, 15 September]. I've attached it here for convenience.

Thanks, and let me know if you need anything from me to process it.

[Your name]

2. On the due date

Subject: Invoice [INV-0148] due today

Hi [Name],

A quick reminder that invoice [INV-0148] for [$2,400.00] is due today. Payment details are on the invoice (attached), or you can pay by card here: [link].

Thanks, [Your name]

3. A few days overdue

Subject: Reminder: invoice [INV-0148] ([$2,400.00]) is now overdue

Hi [Name],

I hope things are going well. Invoice [INV-0148] for [$2,400.00] was due on [15 September] and I haven't seen payment come through yet. It may already be on its way, in which case please ignore this.

I've attached the invoice again. Could you let me know when it's scheduled for payment?

Thanks, [Your name]

4. Two weeks overdue

Subject: Second reminder: invoice [INV-0148] is 14 days overdue

Hi [Name],

I'm following up on invoice [INV-0148] for [$2,400.00], which was due on [15 September] and is now two weeks overdue. I've attached a copy.

Please arrange payment by [date, 5 working days away], or let me know if there's an issue with the invoice that I can help sort out.

[Your name] [Phone number]

5. To the accounts team

When your contact has gone quiet, go to the people who pay.

Subject: Overdue invoice [INV-0148] from [Your Business], PO [12345]

Hello,

Please find attached invoice [INV-0148] for [$2,400.00], issued on [16 August] against PO [12345] for [project]. It was due on [15 September] and remains unpaid.

Could you confirm it has been received and when it will be paid? Our bank details are on the invoice.

Kind regards, [Your name], [Your Business]

6. Pausing work

Subject: Invoice [INV-0148]: work paused pending payment

Hi [Name],

Invoice [INV-0148] for [$2,400.00] is now [21] days overdue. As mentioned in our agreement, I'll be pausing work on [project] until the account is up to date.

If payment can be made by [date], I'll pick things straight back up. Let me know if you'd like to talk about it.

[Your name]

7. Final notice

Subject: Final notice: invoice [INV-0148], payment required by [date]

Dear [Name],

Despite previous reminders on [dates], invoice [INV-0148] for [$2,400.00], due [15 September], remains unpaid.

Please pay the full amount by [date, 7 days away]. If payment isn't received by then, I'll [apply late fees as set out in my terms / refer the debt to a collection agency / file a claim in small claims court] without further notice.

Payment details are on the attached invoice. If there's a genuine problem with the invoice, reply before [date] so we can resolve it.

[Your name]

Only threaten what you're prepared to do. And if you're adding late fees or statutory interest, make sure your terms or local law allow it; see late fees on invoices and, for UK businesses, statutory late payment interest.

Subject lines that work

• Invoice INV-0148 due Friday
• INV-0148 ($2,400): payment reminder
• Following up: invoice INV-0148, 7 days overdue
• Can you confirm payment date for INV-0148?
• Final notice: INV-0148 payment required by 3 October

Avoid anything cute or vague, like "Just checking in!" It gets ignored or, worse, filtered.

Timing summary

Stage	When
Heads-up	3 days before due
Due today	Due date
First reminder	1–3 days late
Second reminder	7–14 days late
Accounts team	14 days late
Pause work	21 days late
Final notice	30 days late

If you want the bigger picture (calls, demand letters, collections and court), read what to do about an unpaid invoice.