Invoice payment reminder email templates

Seven copy-paste payment reminder templates for every stage of invoice follow-up.

1. Pre-due reminder (7 days before)

Subject: Invoice [Invoice #] due [Due date]

Hi [Client name],

Friendly reminder that invoice [Invoice #] for [Amount] is due on [Due date].

Invoice attached. Pay here: [Payment link]

Thanks,
[Your name]

2. Due today

Subject: Invoice [Invoice #] due today

Hi [Client name],

Invoice [Invoice #] for [Amount] is due today ([Due date]).

Payment link: [Payment link]
Invoice attached for your records.

Best,
[Your name]

3. Gentle overdue (1–3 days)

Subject: Quick check-in on invoice [Invoice #]

Hi [Client name],

I noticed invoice [Invoice #] for [Amount] (due [Due date]) hasn't cleared yet — it may have crossed with your payment run.

Could you let me know when payment is scheduled?

Thanks,
[Your name]

4. Second reminder (7 days overdue)

Subject: Following up — invoice [Invoice #] now 7 days overdue

Hi [Client name],

Invoice [Invoice #] for [Amount] was due [Due date] and is now 7 days overdue.

Please confirm when payment will be sent, or let me know if anything is blocking approval.

Payment link: [Payment link]

Regards,
[Your name]

5. Formal notice (30 days overdue)

Subject: Formal notice — invoice [Invoice #] 30 days overdue

Hi [Client name],

This is a formal reminder that invoice [Invoice #] for [Amount], originally due [Due date], remains unpaid after 30 days.

Per our agreement, payment was due within [Net terms]. Please arrange payment by [New deadline] to avoid further action.

Invoice and payment details attached.

[Your name]

6. Multiple overdue invoices

When a client has several open invoices, summarize in one email rather than sending five separate threads.

Hi [Client name],

I'm following up on the following outstanding invoices:

• INV-101 — [Amount] — due [Date] — [X] days overdue
• INV-104 — [Amount] — due [Date] — [X] days overdue

Total outstanding: [Total]

Please confirm payment schedule for each, or let me know if you'd prefer a single combined payment.

[Your name]

7. Thank you for payment

Always acknowledge payment — it reinforces good behavior and closes the loop cleanly.

Hi [Client name],

Thank you — payment for invoice [Invoice #] received. Much appreciated.

Looking forward to working together again.

[Your name]

Template tips

Replace bracketed placeholders before sending. Keep subjects searchable by invoice number. Attach the PDF even if you sent it before — AP teams often need it again. If you send the same template repeatedly to the same client, consider varying the opening line so it does not feel automated.

Customizing templates for your voice

Templates are starting points. Adjust formality to match your brand: a corporate consultant might use "Dear [Name]" and "Kind regards"; a designer might use "Hi" and their first name only. Keep the structure — invoice number, amount, due date, ask — but make the greeting yours.

For repeat clients who always pay late but always pay, shorten the 7-day template to two sentences. For new clients, include your payment terms link and bank details even if they are on the invoice PDF.

When templates break down

Templates assume a straightforward overdue invoice. They are weaker when:

The client disputed part of the work — address the dispute before chasing the full amount.
Multiple invoices are open — use a summary email (template 6) instead of separate threads.
The client promised payment on a date that passed — reference the broken promise explicitly.
You need a different language — translate the structure, not word-for-word idioms.

Subject line formulas that get opened

Accounts payable searches by vendor name and invoice number. Effective patterns:

Invoice [number] — payment reminder
[Your company]: INV-[number] overdue [X] days
Action required: invoice [number] due [date]

Avoid ALL CAPS, "URGENT" unless truly final notice, and vague subjects like "Following up."

Timing your sends

Tuesday through Thursday mornings tend to get faster responses from finance teams — avoid Monday inbox overload and Friday afternoon. For international clients, send in their business morning. If you use scheduled send in Gmail or Outlook, batch all reminders for the week in one sitting instead of reacting ad hoc when you remember an overdue invoice. Consistency beats intensity: four short reminders over a month usually outperform one long angry email.

From template to AI draft

When templates are not enough — different client, unusual amount, or you are tired of filling placeholders — Chasa drafts a unique email from your invoice data and days overdue. Five free AI drafts per month, no signup required. Paid plans add Soften, Firm up, and Shorten if the first draft needs tuning.

Browse all 18 templates