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Payment reminder email templates

A good payment reminder is short, friendly and specific: it names the invoice number, amount and due date, links to the invoice and says how to pay. Send one a few days before the due date, one on the day and one about a week late, getting a little firmer each time.

Last checked

Which payment reminder emails can I copy?

Replace the words in [brackets]. Keep the invoice link in every email.

A few days before the due date

Subject: Invoice [number] is due on [date]

Hi [name],

A quick reminder that invoice [number] for [amount] is due on [date]. You can view and download it here: [link]

If it is already on its way, thank you, and please ignore this email.

Thanks,
[your name]
On the due date

Subject: Invoice [number] is due today

Hi [name],

Invoice [number] for [amount] is due today. You can pay by [payment method]; the details are on the invoice: [link]

Let me know if you need anything from me to get it paid.

Thanks,
[your name]
About 7 days overdue

Subject: Invoice [number] is now overdue

Hi [name],

I have not seen a payment for invoice [number] ([amount]), which was due on [date]. Could you check it and let me know when I can expect payment?

Here is the invoice again: [link]

Thanks,
[your name]
Final reminder (14 days or more overdue)

Subject: Final reminder: invoice [number], [amount] overdue

Hi [name],

Invoice [number] for [amount] was due on [date] and is still unpaid after my earlier reminders. Please pay by [deadline] or let me know today if there is a problem.

After that date I will [your next step, for example pause further work until this is settled].

Invoice: [link]

Thanks,
[your name]

Still no reply after the final reminder? Call whoever pays the bills before taking any further step.

See also: How to chase an unpaid invoice politely

What makes a reminder more likely to get paid?

  • Put the invoice number and amount in the subject line so it is easy to find.
  • Send to the person who pays bills, and copy your main contact once it is overdue.
  • Send in the morning on a working day.
  • Only mention a next step, like pausing work, if you will actually do it.

See also: How to chase an unpaid invoice politely · How PaidKind reminders work

Questions

When should I send a payment reminder?

A common schedule is three emails: about three days before the due date, on the due date and about seven days after it. If the invoice is still unpaid after two weeks, send a firmer final reminder with a clear deadline, and consider a phone call to whoever handles payments.

How do I make a final reminder firm without being rude?

Keep it short and factual: the invoice number, the amount, the original due date and a clear deadline. Say what happens next, such as a phone call or pausing further work, and only promise steps you will really take. Thank them, offer to help if something is wrong, and avoid blame or capital letters.

Can PaidKind send these reminders automatically?

Yes. PaidKind comes with polite reminder emails 3 days before the due date, on the day and 7 days after, which you can reword. Each reminder fills in the amount still owed and links to the invoice. Approve each one or let them send by themselves; they stop when the invoice is paid.

Official sources

General information, not legal or tax advice. Rules change: check the official sources above, and speak to an accountant or solicitor about your own situation.