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Claim Offer10 emails for every stage of getting paid: sending the invoice, friendly reminders, overdue follow-ups, a firm final notice and a thank you, plus a reminder schedule.
4.8/5 on G2 · Our invoice generator is used by 50,000+ people · Updated September 2026What is a payment reminder email?
An invoice email is the short message you send with an invoice attached or linked, stating the amount, due date and how to pay. Payment reminder emails follow it on a schedule until the invoice is paid.
Most late payments are not refusals; the invoice was missed, forwarded to the wrong person, or forgotten. Clear invoice emails and a steady, polite reminder schedule fix most of that. Keep each email short, repeat the invoice number, amount and due date every time, and make paying one click away.
| When | Tone | |
|---|---|---|
| Day 0 | Sending the invoice | Friendly, clear |
| 3 days before due | Upcoming due date | Helpful |
| Due date | Due today | Neutral |
| 7 days overdue | First overdue reminder | Polite, direct |
| 14 days overdue | Second overdue reminder | Firm |
| 30 days overdue | Final notice | Formal, states next steps |
| On payment | Thank you | Warm |
Copy a sample, replace the [brackets], and send it with your invoice attached or linked.
Use when: The work is delivered and the invoice is ready.
Subject: Invoice [INV-0042] from [Company]: [amount] due [date]
Hi [Name],
Thanks again for working with us on [project]. Your invoice [INV-0042] for [amount] is attached (or view and pay online here: [link]).
Payment is due by [date]. You can pay by [bank transfer / card via the link].
Let me know if you have any questions.
Best, [Your name] [Company]
Use when: About 3 days before payment is due.
Subject: Friendly reminder: invoice [INV-0042] due [date]
Hi [Name],
Just a quick heads-up that invoice [INV-0042] for [amount] is due on [date].
Here is the link to pay: [link]. If it is already on its way, thank you and please ignore this note.
Best, [Your name]
Use when: On the due date.
Subject: Invoice [INV-0042] is due today
Hi [Name],
Invoice [INV-0042] for [amount] is due today. You can pay here: [link], or by bank transfer using the details on the invoice with reference [INV-0042].
Thanks, [Your name]
Use when: A week after the due date.
Subject: Overdue: invoice [INV-0042] ([amount])
Hi [Name],
Our records show invoice [INV-0042] for [amount], due on [date], is still unpaid. Could you check on it for me?
If there is a problem with the invoice, or it needs to go to someone else, just let me know and I will sort it out.
Pay online: [link]
Thanks, [Your name]
Use when: Two weeks after the due date.
Subject: Second reminder: invoice [INV-0042] is 14 days overdue
Hi [Name],
I am following up again on invoice [INV-0042] for [amount], which is now 14 days overdue.
Please arrange payment by [date], or reply with a date we can expect it. As stated in our terms, a late fee of [X]% per month applies to overdue balances.
Pay online: [link]
Regards, [Your name]
Use when: A month overdue and no response.
Subject: Final notice: invoice [INV-0042] overdue
Dear [Name],
Invoice [INV-0042] for [amount] was due on [date] and remains unpaid despite our reminders on [dates].
Please pay the outstanding balance of [amount plus any late fee] by [date]. If we do not receive payment or hear from you by then, we will [pause further work / refer the debt for collection].
We would much rather resolve this directly, so please get in touch if there is an issue.
Regards, [Your name] [Company]
Use when: The client paid part of the invoice.
Subject: Thank you: balance remaining on invoice [INV-0042]
Hi [Name],
Thank you for your payment of [amount paid] towards invoice [INV-0042]. The remaining balance is [balance], due by [date].
You can pay the balance here: [link].
Best, [Your name]
Use when: The invoice is paid in full.
Subject: Payment received for invoice [INV-0042], thank you
Hi [Name],
We have received your payment of [amount] for invoice [INV-0042]. Thank you! Your receipt is attached.
It was a pleasure working with you on [project], and we look forward to the next one.
Best, [Your name]
Use when: The client questions a line or amount.
Subject: Re: invoice [INV-0042]
Hi [Name],
Thanks for flagging this. [Explain the line in question, e.g. "The 6 consulting hours cover the calls on 3, 10 and 17 September."]
[If you agree a change:] I have issued a credit note for [amount] and the revised balance is [amount].
The remaining amount is due by [date]. Happy to jump on a quick call if easier.
Best, [Your name]
Use when: Monthly retainer or subscription billing.
Subject: Your [Month] invoice from [Company]: [amount]
Hi [Name],
Your invoice for [month] ([INV-0043]) is attached. It covers [retainer / subscription details], for [amount], due [date].
Pay online: [link]
Thanks for your continued business, [Your name]
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Use a subject with the invoice number, amount and due date, thank the client, state the amount and due date again in the body, attach or link the invoice, say how to pay, and invite questions. Sample 1 is ready to copy.
A friendly reminder about 3 days before the due date, another on the due date, then 7, 14 and 30 days after if it is still unpaid.
Keep it short and factual: the invoice number, amount, due date and a payment link, plus an offer to help if something is wrong with the invoice.
The invoice number, amount and original due date, the reminders you already sent, a new deadline, and what will happen if it is not met, such as pausing work or referring the debt for collection.
Usually only if it was in your agreed terms, and within local limits. In the UK and EU, statutory late payment interest can apply to B2B invoices. See invoice payment terms. This is general information, not legal advice.
