How to Write a Payment Reminder Email (5 Free Templates)
Five copy-paste payment reminder email templates — from a friendly nudge before the due date to a firm final notice — that get invoices paid without burning the relationship.
Chasing late payments is the most uncomfortable part of running a business. The good news: a clear, polite, well-timed email gets most invoices paid without any friction. Below are five ready-to-use templates for every stage, plus the timing that works best.
When to send each reminder
- 13 days before due date — a friendly heads-up.
- 2On the due date — a simple 'payment is due today' note.
- 33–7 days overdue — a polite first reminder.
- 414 days overdue — a firmer second reminder.
- 530+ days overdue — a final notice before escalation.
Template 1 — Friendly reminder (before due date)
Subject: Invoice #INV-001 due on [date]
Hi [Name], just a quick reminder that invoice #INV-001 for [amount] is due on [date]. I've attached it again here for convenience. Thanks so much — let me know if you have any questions.
Template 2 — Due today
Subject: Invoice #INV-001 is due today
Hi [Name], invoice #INV-001 for [amount] is due today. If you've already sent payment, thank you and please ignore this. Otherwise, here are the payment details again: [details].
Template 3 — First overdue reminder
Subject: Invoice #INV-001 — now overdue
Hi [Name], I wanted to follow up on invoice #INV-001 for [amount], which was due on [date] and is now a few days overdue. Could you let me know when I can expect payment? Happy to resend the invoice if needed.
Template 4 — Firm second reminder
Subject: Second reminder: Invoice #INV-001 overdue by 14 days
Hi [Name], invoice #INV-001 for [amount] is now 14 days overdue. I'd really appreciate it if you could process this as soon as possible. If there's an issue with the invoice or a delay I should know about, please let me know so we can sort it out.
Template 5 — Final notice
Subject: Final notice: Invoice #INV-001 (30 days overdue)
Hi [Name], despite previous reminders, invoice #INV-001 for [amount] remains unpaid 30 days after the due date. Please arrange payment within 7 days to avoid late fees / further action. I value our working relationship and would prefer to resolve this quickly.
Tips that actually get you paid
- Always attach the invoice again — don't make them search for it.
- Reference the invoice number and exact amount in every email.
- Stay polite and professional, even in the final notice.
- Send during business hours, mid-week, for the best response.
- Add a small late fee clause to your terms so reminders carry weight.
Clear invoices get paid faster. Create yours with payment terms and due dates built in — You can create one free with PDF Bill Builder — no signup, download as PDF in seconds.
Frequently asked questions
How do I politely ask for payment?
Keep it short and friendly: reference the invoice number and amount, restate the due date, attach the invoice again, and ask when you can expect payment. Assume good intent in the first reminder.
How long should I wait before sending a payment reminder?
Send a friendly reminder a few days before the due date, another on the due date, and a polite follow-up 3–7 days after it becomes overdue.
Can I charge a late fee on overdue invoices?
Yes, if you stated it in your terms before the work began. Many businesses charge 1–2% per month or a flat fee. Always mention the late-fee policy on the original invoice.
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