Payment Reminder Email Templates
Three copy-paste templates for every stage of the follow-up sequence — from friendly pre-due reminder to final notice.
How to use these templates
Replace the bracketed placeholders ([Client name], [amount], [DATE], [INV-001]) with the actual invoice details. Keep the email short — clients do not need a paragraph of context, they need to know the amount and where to pay.
Or skip the copy-paste entirely and use the free reminder generator to fill in the details and get a ready-to-send message in seconds.
Template 1 — Pre-due (3 days before)
Subject
Friendly reminder: Invoice #[INV-001] due [DATE]
Body
Hi [Client name], Just a quick note to let you know that invoice #[INV-001] for [amount] is due on [DATE]. If you have any questions about the invoice, please don't hesitate to reach out. Otherwise, I'd appreciate payment by the due date. Thank you for your business! [Your name] [Business name]
Template 2 — Overdue follow-up (7 days past due)
Subject
Invoice #[INV-001] — payment overdue
Body
Hi [Client name], I'm following up on invoice #[INV-001] for [amount], which was due on [DATE] and is now 7 days past due. Could you please arrange payment at your earliest convenience? If there's an issue with the invoice or you'd like to discuss payment arrangements, feel free to reply to this email. Thanks, [Your name] [Business name]
Template 3 — Final notice (14+ days past due)
Subject
Final notice: Invoice #[INV-001] for [amount] — immediate action required
Body
Hi [Client name], This is a final notice regarding invoice #[INV-001] for [amount], which has been outstanding since [DATE]. Please arrange payment immediately or contact us to discuss this matter. If we do not hear from you by [DATE + 7 days], we will need to take further action. [Your name] [Business name]
What makes a good payment reminder email
- Be specific: Always include the invoice number, amount, and due date. Vague reminders get ignored or trigger confusion.
- Keep it short: Two to four sentences is enough. The client knows they owe you money — they do not need a lengthy explanation.
- Do not apologise for asking: Phrases like 'sorry to chase' undermine your position. You are owed money. Ask for it plainly.
- Include a clear next step: Tell them what to do: pay, or contact you if there is a problem. Do not leave them guessing.
- Escalate gradually: The first reminder is friendly. The final notice is firm. Do not go straight to aggressive — it damages the relationship unnecessarily.
Automate this instead
These templates work well once or twice. But if you are following up on multiple invoices every week, writing them manually adds up fast. PayNudge sends these messages automatically — personalised with the client and invoice details — and stops when the invoice is paid.
Frequently asked questions
What should a payment reminder email include?
A payment reminder email should include: the invoice number, the amount due, the original due date (and how many days overdue it is), a clear request to pay, and your contact details. Keep it brief — one short paragraph is usually enough.
How polite should a payment reminder email be?
The first reminder (before or on the due date) should be friendly and assume good faith. The second reminder (7 days overdue) should be firm but professional. A final notice should be direct and unapologetic. The tone should escalate gradually — never start aggressive.
Should I CC anyone on a payment reminder?
Not usually. For smaller businesses, a direct email to your contact is appropriate. If the business is larger and your contact has a separate accounts payable department, it can be worth CCing them directly on the overdue notices.
Related resources
Payment Reminder Generator
Enter the details and get a personalised message instantly.
How to Remind a Client to Pay
Timing, tone, and strategy for getting invoices paid.
Automatic Payment Reminders
Set up a sequence that sends reminders without any manual work.
Payment Reminder Software
Full overview of PayNudge and how it works.