Payment reminder email generator
A good payment reminder is short and polite: it names the invoice number, the amount and the due date, links to the invoice and asks for one clear action. Pick how late the invoice is and a tone below, then copy the email or a short WhatsApp message. It is free, with no sign-up.
Payment reminder generator
Subject: Overdue: invoice [invoice number] from [your name]
Hi [client name], I hope all is well. Invoice [invoice number] for [amount] was due on [due date] and still shows as unpaid. If you have already paid, thank you and please ignore this. If anything is unclear, just reply and let us know. You can view and download it here: [link to the invoice] Thank you, [your name]
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Which payment reminder should I send, and when?
Start friendly and get a little firmer each time. These are the seven reminders the generator writes, with the tone that usually fits and the subject line to use.
Before the due date
- When
- About 3 days before the invoice is due
- Tone
- Friendly
- Subject
- Invoice [invoice number] from [your name] is due soon
Due today
- When
- On the due date
- Tone
- Friendly
- Subject
- Invoice [invoice number] from [your name] is due today
7 days overdue
- When
- About a week after the due date
- Tone
- Friendly
- Subject
- Overdue: invoice [invoice number] from [your name]
14 days overdue
- When
- Two weeks after the due date
- Tone
- Neutral
- Subject
- Second reminder: invoice [invoice number] is overdue
30 days overdue
- When
- A month after the due date
- Tone
- Firm
- Subject
- Urgent: invoice [invoice number] is 30 days overdue
60+ days overdue
- When
- Two months or more late
- Tone
- Firm
- Subject
- Seriously overdue: invoice [invoice number] for [amount]
Final notice
- When
- After several reminders, before you take further steps
- Tone
- Firm
- Subject
- Final notice before further action: invoice [invoice number]
| Reminder | When to send | Tone | Subject line |
|---|---|---|---|
| Before the due date | About 3 days before the invoice is due | Friendly | Invoice [invoice number] from [your name] is due soon |
| Due today | On the due date | Friendly | Invoice [invoice number] from [your name] is due today |
| 7 days overdue | About a week after the due date | Friendly | Overdue: invoice [invoice number] from [your name] |
| 14 days overdue | Two weeks after the due date | Neutral | Second reminder: invoice [invoice number] is overdue |
| 30 days overdue | A month after the due date | Firm | Urgent: invoice [invoice number] is 30 days overdue |
| 60+ days overdue | Two months or more late | Firm | Seriously overdue: invoice [invoice number] for [amount] |
| Final notice | After several reminders, before you take further steps | Firm | Final notice before further action: invoice [invoice number] |
When should I send a payment reminder?
Send the first reminder about three days before the due date, a second on the due date and a third about a week after it. If the invoice is still unpaid, follow up at two weeks and at 30 days, a little firmer each time, then send a final notice before you take further steps.
How many payment reminders should I send?
Plan for up to six: one before the due date, one on the day, then reminders at about 7, 14 and 30 days late, and a final notice. Stop there. If repeated reminders have not helped, call to find out what is delaying payment, which is often quicker than another email.
What should a payment reminder email say?
Keep it short and specific. Name the invoice number, the amount owed and the due date, link to the invoice or say how to pay, and ask for one clear action, such as paying this week or replying with a payment date. Stay polite, and assume the invoice was simply missed until you know otherwise.
What if the client still does not pay?
Call the person who pays the bills, then send a final notice with a clear deadline, usually seven days. If that passes, check what your agreement allows: you may pause further work, send a formal demand letter or get advice on recovering the debt. Keep copies of the invoice and every reminder, because you will need them as evidence.
Should I send a payment reminder by email or WhatsApp?
Use email for the record: it carries the invoice link and shows exactly what you asked for and when. A short WhatsApp or text message works well as a nudge to clients you already chat with, especially on the due date. For a final notice, always use email so there is a clear written record.
Can payment reminders be sent automatically?
Yes. PaidKind sends reminders like these for you: three days before the due date, on the day and seven days after, in wording you can change. Each one fills in the amount still owed and links to the invoice, and they stop as soon as you mark the invoice paid. You can approve each one first if you prefer.