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Guide
Invoice reminder email templates
A good invoice reminder email is short and specific: the invoice number, amount, original due date, a link to pay, and one clear question. Send a friendly heads-up before the due date, a 1st reminder 1 to 3 days late, a 2nd around 7 days late, a 3rd around 14 days late, and a final notice with a deadline at 21 to 30 days. Copy the templates below and fill in the [brackets].
How to use these templates
- Replace everything in [square brackets]. Always include the invoice number, amount, due date and a pay link.
- Keep the subject line specific. "Invoice 1042 was due 3 March" gets opened; "Quick question" gets ignored.
- Reply in the same email thread each time, so the client sees the whole history.
- Send on weekday mornings in the client's time zone.
- Stop the moment they pay, and say thank you.
When to send each one
| Template | When |
|---|---|
| Friendly reminder | 3 to 5 days before the due date |
| Due today | On the due date |
| 1st reminder | 1 to 3 days after the due date |
| 2nd reminder | About 7 days late |
| 3rd reminder | About 14 days late (plus a call) |
| Final notice | 21 to 30 days late |
| Promise / partial payment | Whenever they reply or pay part |
The templates (with subject lines)
Friendly reminder before the due date
Send 3 to 5 days before the due date. Light and helpful.
Subject: Invoice [#] due [date] or Quick heads-up: invoice [#]
Hi [Name], Hope you're well. A quick heads-up that invoice [#] for [amount] is due on [date]. You can pay here: [pay link] Thanks again for the work. Let me know if you need anything. [Your name]
Due today
Send on the due date, ideally in the morning.
Subject: Invoice [#] is due today or Reminder: [amount] due today
Hi [Name], Just a reminder that invoice [#] for [amount] is due today. Pay here: [pay link] If it's already paid, thank you, and please ignore this. [Your name]
1st reminder: just overdue (1 to 3 days late)
Assume good faith. Most late payments are simply missed.
Subject: Invoice [#] was due [date] or Friendly reminder: invoice [#]
Hi [Name], I hope all is well. Invoice [#] for [amount] was due on [date], and I haven't seen the payment come in yet. Here's the link to pay: [pay link] If it's already on its way, thank you and please ignore this. If anything is holding it up, just reply and I'll help. Best, [Your name]
2nd reminder: 7 days late
Still polite, but ask for a specific date.
Subject: Following up: invoice [#] is 7 days overdue or Invoice [#]: when can I expect payment?
Hi [Name], Following up on invoice [#] for [amount], which was due on [date] and is now 7 days overdue. Could you let me know when I can expect payment? You can pay here: [pay link] I've attached the invoice again in case it got lost. Thanks, [Your name]
3rd reminder: 14 days late
Firmer. Offer a call and mention your terms.
Subject: Overdue: invoice [#] ([amount]), 14 days past due or Second follow-up on invoice [#]
Hi [Name], Invoice [#] for [amount] is now 14 days past due (due [date]). I've sent a couple of reminders and haven't heard back. Please pay by [date, e.g. 5 days from now] using this link: [pay link] If there's a problem with the invoice or the work, please tell me so we can sort it out. I'm happy to jump on a quick call. Thanks, [Your name]
Final notice (21 to 30 days late)
Clear deadline, clear next step. Only state steps you will really take.
Subject: Final notice: invoice [#] overdue or Final reminder before next steps: invoice [#]
Hi [Name], This is a final notice about invoice [#] for [amount], which was due on [date] and is now [X] days overdue. Please pay in full by [deadline date] here: [pay link] If I don't receive payment or hear from you by then, I'll [pause any further work / add the late fee in our agreement / pass this to a collections service]. I'd much rather sort this out with you directly, so please reply if a payment plan would help. Regards, [Your name]
After they promise to pay
Confirm the date in writing, then follow up the day after if it doesn't arrive.
Subject: Thanks: invoice [#] by [date] or Confirming payment date for invoice [#]
Hi [Name], Thanks for getting back to me. Just confirming you'll pay invoice [#] for [amount] by [date]. Here's the link for when you're ready: [pay link] Thanks, [Your name]
After a partial payment
Thank them, then state the balance clearly.
Subject: Thanks for your payment: [balance] left on invoice [#]
Hi [Name], Thank you for your payment of [amount paid] towards invoice [#]. The remaining balance is [balance], due by [date]. You can pay it here: [pay link] Thanks, [Your name]
More subject lines that get opened
- Invoice [#] for [amount] – due [date]
- Reminder: invoice [#] from [your business]
- Did invoice [#] reach you?
- Invoice [#] is now [X] days overdue
- Action needed: invoice [#] ([amount])
- Final notice: invoice [#]
Lead with the invoice number and amount. Avoid all caps, "URGENT!!!" and vague subjects, which look like spam.
Tips for tone
- Assume good faith first. Most late invoices were forgotten, not refused.
- Be short. Three or four sentences is plenty.
- Ask one clear question, like "When can I expect payment?"
- Get firmer, not angrier. Each reminder can be a little more direct, but stay calm and factual.
- Only state consequences you will act on, and only fees your terms allow.
For the full process, including phone scripts and what to do if they ignore you, read how to politely chase an unpaid invoice.
FAQ
What should I write in an invoice reminder email?
Keep it short: the invoice number, amount, original due date, a link or details to pay, and one clear question such as when you can expect payment. Be friendly in the first reminder and a little firmer in each one after.
What is a good subject line for a payment reminder?
Lead with the invoice number and amount, for example "Invoice 1042 for $450 was due 3 March". Specific subject lines get opened; vague ones like "Quick question" get ignored or look like spam.
How many reminders should I send before a final notice?
Usually two or three: one just after the due date, one around 7 days late and one around 14 days late (plus a call), then a final notice at 21 to 30 days.
How do I write a final notice for an unpaid invoice?
State the invoice number, amount, original due date and how many days overdue it is, give a clear deadline to pay, and say the next step you will take if it is not paid. Only mention steps and fees you can really apply.
Should I send a reminder before the invoice is due?
Yes, a light heads-up 3 to 5 days before the due date is common and helps the invoice get into the client's next payment run.
Can I automate invoice reminder emails?
Yes. Many invoicing tools can send reminders on a schedule. Invoice Bot also adapts follow-ups to whether the client opened the invoice or tapped pay, and reads their replies.
Let a bot do the chasing
Invoice Bot emails your invoice, then sends friendly reminders until your client pays. Make your invoice free, no signup. Automatic reminders are $9 a month.
Make an invoice free