Firm Follow-ups
Payment Reminder Email Email Template
Send a polite first reminder about an overdue payment.
When to use this template
A payment is overdue and I need to send a polite reminder to the client.
Example subject line
Friendly Reminder: Invoice #1047 Due on March 1 — Payment Outstanding
Tips for writing this email
- Include the invoice number, original due date, and exact amount owed for easy reference
- Assume the missed payment was an oversight — a friendly tone gets faster results than an aggressive one
- Attach a copy of the original invoice so the recipient does not have to search for it
- Provide clear payment instructions and mention accepted payment methods
What to avoid
- Do not threaten late fees or legal action in the first reminder — save that for later follow-ups
- Avoid passive-aggressive language like "as you are surely aware" or "per our agreement"
- Do not send the reminder to a group email — address it to the specific person responsible for payments
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Generate This EmailFrequently Asked Questions
How many days after an invoice is due should I send a payment reminder?
Send the first reminder 3 to 5 business days after the due date. This gives enough time for processing delays while still showing you are actively tracking receivables.
How do you remind someone to pay an invoice without being rude?
Assume the missed payment was an oversight, include the invoice number and amount for easy reference, and attach the original invoice. A friendly tone gets faster results than an aggressive one.
Should I call or email about an overdue payment?
Start with an email for the first reminder as it creates a documented paper trail. If the email goes unanswered after 5 business days, follow up with a phone call to confirm the email was received.
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