Templates

5 payment reminder email templates

The hardest part of chasing an invoice is the first sentence. These five templates take you from a friendly heads-up on the due date all the way to a firm final notice, so you always have the right words for where things stand. Copy one, swap in the details in brackets, and send.

Replace [first name], [invoice number], [amount], [due date], [X] and [your name] with your own. The tone climbs as the invoice gets later - stay courteous throughout, and always leave an easy opening to reply.

1. The friendly heads-up (due date)

Subject: Invoice [invoice number] is due today

Hi [first name], Just a friendly note that invoice [invoice number] for [amount] is due today. If it is already on its way, please ignore this - and thank you! Best, [your name]

2. The gentle nudge (a few days late)

Subject: Quick nudge: invoice [invoice number]

Hi [first name], Just following up on invoice [invoice number] for [amount], which was due on [due date]. Have you had a chance to take a look? If anything is holding it up, just reply and let me know. Thanks, [your name]

3. Firmer (about a week overdue)

Subject: Invoice [invoice number] is now overdue

Hi [first name], Invoice [invoice number] for [amount] is now [X] days overdue. Could you confirm when payment will be made? If payment has already been sent, please disregard this message. Thanks, [your name]

4. Firm (two weeks or more)

Subject: Overdue: invoice [invoice number] - [amount]

Hi [first name], Invoice [invoice number] for [amount] remains unpaid, [X] days past its due date of [due date]. Please arrange payment at your earliest convenience, or reply with an expected payment date. Regards, [your name]

5. Final notice

Subject: Final reminder: invoice [invoice number]

Hi [first name], Despite previous reminders, invoice [invoice number] for [amount] is now [X] days overdue. Please treat this as a final reminder. I would much rather resolve this simply - if there is an issue with payment, please reply and tell me. Regards, [your name]

A few tips

Keep it short. A reminder that runs to three paragraphs gets skimmed. One or two lines and the key details is plenty.
Always include the invoice number and amount. It makes the email easy to act on and easy to find later.
Leave room to reply. A late payment is often a query or a cash-flow wobble. Inviting a response gets it resolved faster than a threat.
Reaching the final notice? For overdue business invoices you may be entitled to interest and compensation - work it out with our late payment interest calculator, and see how to chase an unpaid invoice for the full approach.

Never write one of these again

Badger sends this exact sequence for you, on your behalf, on a schedule - and stops the moment you are paid or your client replies. Your first chase is free.

Start chasing free