A good payment reminder is short, friendly, and makes paying easy: it names the invoice, the amount, and the due date, and links straight to payment. Below are five templates, from a gentle heads-up to a final notice.
Most late invoices aren't a sign of a bad client. They were forgotten, sent to the wrong person, or stuck in an approval queue. A clear reminder fixes most of them. Copy these, fill in the details in brackets, and adjust the tone to fit your relationship.
1. Friendly heads-up, a few days before the due date
Subject: Invoice [number] due [date]
Hi [name],
A quick heads-up that invoice [number] for [amount] is due on [date]. You can view and pay it online here: [link].
Thanks so much, and let me know if you have any questions.
[Your name]
2. On the due date
Subject: Invoice [number] is due today
Hi [name],
Just a reminder that invoice [number] for [amount] is due today. If it's already on its way, thank you! If not, you can pay online here: [link].
Best,
[Your name]
3. One week overdue
Subject: Following up: invoice [number]
Hi [name],
I wanted to follow up on invoice [number] for [amount], which was due on [date]. Could you let me know when we can expect payment? If it should go to someone else on your team, I'm happy to send it their way.
You can pay online here: [link].
Thank you,
[Your name]
4. About a month overdue
Subject: Invoice [number] is now 30 days overdue
Hi [name],
Invoice [number] for [amount] is now 30 days past its due date of [date]. As set out in our agreement, a late fee of [fee] has been added, bringing the balance to [new amount].
Please arrange payment this week using this link: [link]. If something is holding it up, let me know so we can sort it out together.
Regards,
[Your name]
5. Final notice
Subject: Final notice: invoice [number]
Hi [name],
This is a final reminder that invoice [number], with a balance of [amount], remains unpaid [number of days] days after it was due. Please pay by [date] using this link: [link].
If payment isn't received by then, I'll need to pause work on your account and take further steps to recover the balance. I'd much rather resolve this with you directly, so please reply if there's anything we should discuss.
[Your name]
Tips for reminders that get paid
- Always include the pay link. Every extra step is a reason to put it off.
- Make one clear ask. Pay by a date, or tell you what's holding it up.
- Check the recipient. If reminders go unanswered, ask who handles payment.
- Stay polite, even at the end. A firm, courteous tone keeps the relationship and the payment.
- Mention late fees only if they were agreed. See our guide to charging late fees on invoices.
How Clientary helps
Clientary sends automatic payment reminders on the due date and then on the schedule you choose, from just once to every 30 days, and stops the moment the invoice is paid. Every reminder links to the invoice, where clients can pay online in a click.
