Payment reminder email templates
Free overdue invoice reminder templates for day 1, 7, 14 and 21 past due. Polite, firm and copy-and-paste ready for small businesses.
Four overdue invoice reminders that stay polite and still get answers. Copy them, replace the parts in [brackets], and send from your own email address.
Tips that make reminders work
- Put the invoice number, amount and due date in every email, and the subject line.
- Group several overdue invoices for one customer into one email.
- Include a way to pay online if you can.
- Send during business hours, and stop as soon as they reply.
- Never threaten. Hand disputes to a person.
Day 1 past due: friendly
Template
Subject: Invoice [number] from [your business] was due yesterday Hi [name], A quick reminder that invoice [number] for [amount] was due on [date]. If it's already on its way, thank you! You can pay online here: [link] Thanks, [your name] [your business]
Day 7 past due: asking when
Template
Subject: Invoice [number]: now 7 days past due Hi [name], Following up on invoice [number] for [amount], due on [date]. Could you let me know when we can expect payment? Pay online: [link] Thanks, [your name]
Day 14 past due: firmer, still courteous
Template
Subject: Invoice [number] is 14 days past due Hi [name], Invoice [number] for [amount] is now two weeks past due. Please let me know today when it will be paid, or if there's a problem with the invoice I can help with. Pay online: [link] Thank you, [your name]
Day 21: last note before a call
Template
Subject: Invoice [number]: please reply Hi [name], I haven't heard back about invoice [number] for [amount], due [date]. I'd like to sort this out. Can you reply with a payment date, or a good time for a quick call? Thanks, [your name]
Several invoices for one customer
Template
Subject: Statement from [your business]: [count] invoices past due Hi [name], These invoices are past due: - [number], [amount], due [date] - [number], [amount], due [date] Total: [total]. Could you let me know when we can expect payment? Thanks, [your name]
Want this done for you? The invoice chaser sends these for you, in your name, and you approve every email until you switch it to automatic. Get paid without chasing.
Questions
How often should I send payment reminders?
A common rhythm is day 1, 7 and 14 after the due date, then a personal call or note around day 21. Stop as soon as the customer replies.
Should a reminder include a payment link?
Yes, when you take online payments. A link next to each invoice removes the most common excuse for paying late.