Payment reminder email templates
Chasing an unpaid invoice is awkward, but it doesn't have to be tense. These five templates help you ask clearly while keeping the relationship intact.
Late invoices are rarely bad faith: often the email got lost, the person who pays is on vacation or the invoice is waiting for a signature. A clear, friendly reminder is usually enough.
Here are five templates for each stage, from a few days before the due date to the final notice, plus some tips to get paid sooner. The parts in brackets are what you change in each email.
Before you write: 5 keys to getting paid sooner
- Put the key details in the subject line: invoice number and amount. That makes it easy to find.
- Attach the invoice again or include the payment link. Make paying easy.
- Be specific: due date, amount and payment method.
- Keep a friendly tone in the first reminders. Usually it's just an oversight.
- Offer a way out: if the client is struggling, an agreed plan beats not getting paid.
5 payment reminder templates
1. A few days before the due date
Subject: Invoice [number] due on [date] Hi [name], Just a quick reminder that invoice [number] for [amount] is due on [date]. I've attached it again for convenience. Thanks!
2. On the due date
Subject: Invoice [number] is due today Hi [name], A quick reminder that invoice [number] for [amount] is due today. You can pay it here: [link]. If it's already on its way, please ignore this message.
3. One week overdue
Subject: Invoice [number] outstanding Hi [name], Invoice [number] for [amount] was due on [date] and we haven't received payment yet. Could you confirm whether it's being processed? If you need anything from me, let me know.
4. One month overdue
Subject: Second notice: invoice [number] Hi [name], I'm following up again on invoice [number] for [amount], which was due a month ago. We need to settle it this week. If there's an issue, we can agree on a payment plan.
5. Final notice
Subject: Final notice: invoice [number] Hi [name], Despite our reminders, invoice [number] for [amount] is still outstanding. If we don't receive payment by [date], we'll have to pause the service. I look forward to hearing from you.
Send them in seconds with a shortcut
If you send reminders often, save them in NexoPad as snippets. For example, with the shortcut /invoice, when you type it in your invoicing tool or email, NexoPad asks for the client, invoice number, amount and payment status, then writes the full message.
The status can be a dropdown (due this Friday, 7 days overdue, 30 days overdue), so one template covers several reminders.
Frequently asked questions
When should I send the first payment reminder?
A friendly note a few days before the due date prevents many delays. If the invoice passes its due date unpaid, write the same day or the next.
How often should I follow up?
A common rhythm is one week, two weeks and one month after the due date, raising the tone slightly each time.
Is email or phone better?
Start with email, which leaves a written record. If there's no reply after two reminders, a call is usually most effective.
Can I use these templates in my invoicing tool?
Yes. With NexoPad you insert them into any text field in your browser: email, invoicing tool or CRM. More ideas in our sales follow-up templates.
Published on October 11, 20266 min read
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