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6 payment reminder email templates that actually get you paid

Copy the note that matches the date: a heads-up a few days before it is due, a note on the due date, a nudge about a week late, a clear ask about two weeks late, a final notice after 30 days, and a thank-you once they pay. Fill in the name, invoice number, amount, and payment link.

Updated October 2026

How to send one

1. Pick the note that matches how late the invoice is.
2. Copy the subject and the body.
3. Replace every bracket with the name, invoice number, amount, date, and payment link.
4. Send it yourself. These templates do not send email.

Most late payments aren't malicious. Your invoice just slipped down a busy inbox. The fix isn't a sterner tone — it's consistent, polite follow-up. Here's exactly what to send, and when.

1. Friendly heads-up (a few days before due)

Hi [Name],

Quick heads-up that invoice [#] for [amount] is due on [date]. No action needed yet — just flagging it so it doesn't sneak up on you.

You can pay anytime here: [link]

Thanks so much for your business!
[Your name]

2. Due today

Hi [Name],

Just a friendly note that invoice [#] for [amount] is due today. Whenever it's convenient:

  → [link]

Appreciate you, and let me know if you have any questions!
[Your name]

3. Gentle nudge (about a week overdue)

Hi [Name],

Hope you're doing well! Invoice [#] ([amount]) came due about a week ago, and I wanted to make sure it didn't slip through the cracks.

  → [link]

If it's already on its way, please ignore this — and thank you!
[Your name]

4. Firm follow-up (about two weeks overdue)

Hi [Name],

Invoice [#] for [amount] is now two weeks past due. Could you let me know when I can expect payment?

You can settle it here in one click: [link]

If there's an issue with the invoice or you need anything from me, just reply and I'll sort it out right away.

Thanks,
[Your name]

5. Final notice (30+ days overdue)

Hi [Name],

This is a final reminder that invoice [#] for [amount] is now [days] days overdue, beyond our agreed terms.

Please arrange payment at your earliest convenience: [link]

I'd like to get this resolved this week — happy to hop on a quick call if anything's holding it up.

Thanks,
[Your name]

6. Thank-you (once they pay)

Hi [Name],

Got it — thank you for paying invoice [#]! Really appreciate you, and it's a pleasure working with you.

Talk soon,
[Your name]

Tips for getting paid faster

• Send the first reminder before it's late. A heads-up near the due date prevents most overdue invoices entirely.
• Keep the tone warm early, firmer later. Assume good faith — most people just forgot.
• Make paying effortless. Always include a direct payment link, not just an attachment.
• Be consistent. The #1 reason invoices go unpaid is that follow-up stops. Reminders every ~5–7 days work best.
• Put it on a schedule. You'll never chase consistently by memory — set a calendar reminder so each follow-up actually goes out on time.
• Send it the right way. Where and how you send a reminder matters — see how to send an invoice (and the original) so it actually lands.

Invoice already late? Download the free late-payment kit: 3 emails, a phone script, PDF or Word. No signup.

Questions