Updated May 2026 · 12 min read
The right reminder email at the right time can double your payment rate. The key is having a template ready for every stage — so you never stare at a blank screen wondering how to phrase “please pay me.”
Below are 15 copy-paste ready templates for every situation, from a polite pre-due nudge to a firm final notice.
Start before the invoice is due — a pre-reminder dramatically increases on-time payment rates.
Subject: Reminder: Invoice #[NUMBER] due [DATE]
Hi [Client Name], Just a quick heads-up that invoice #[NUMBER] for [AMOUNT] is due on [DATE]. If you have any questions about the invoice, feel free to reach out. [PAYMENT LINK] Thanks, [Your Name]
Subject: Invoice #[NUMBER] due [DAY] — [AMOUNT]
Hi [Client Name], A quick reminder that invoice #[NUMBER] for [AMOUNT] is due on [DAY]. You can pay here: [PAYMENT LINK] Let me know if you need anything. Best, [Your Name]
Subject: Invoice #[NUMBER] due today — [AMOUNT]
Hi [Client Name], Invoice #[NUMBER] for [AMOUNT] is due today. If you've already sent payment, please ignore this message and thank you! Pay here: [PAYMENT LINK] Thanks, [Your Name]
Escalate gradually. Never go nuclear on day 1 — but do escalate firmly by day 30.
Subject: Invoice #[NUMBER] — payment not yet received
Hi [Client Name], I noticed that invoice #[NUMBER] for [AMOUNT], which was due yesterday, hasn't been paid yet. Could you let me know when I can expect payment? If there are any issues with the invoice, I'm happy to help. [PAYMENT LINK] Thanks, [Your Name]
Subject: Following up: Invoice #[NUMBER] — [AMOUNT] overdue
Hi [Client Name], Just following up on invoice #[NUMBER] for [AMOUNT], now 3 days overdue. If there's a problem with the invoice or a delay on your end, please let me know. Otherwise, I'd appreciate payment as soon as possible. [PAYMENT LINK] Best, [Your Name]
Subject: Invoice #[NUMBER] — 7 days overdue — [AMOUNT]
Hi [Client Name], Invoice #[NUMBER] for [AMOUNT] is now 7 days overdue. I'd appreciate your prompt attention to this. You can pay directly here: [PAYMENT LINK] If payment is being processed or there's an issue I should know about, please reply to this email. Thanks, [Your Name]
Subject: Invoice #[NUMBER] — 2 weeks overdue — action required
Hi [Client Name], Invoice #[NUMBER] for [AMOUNT] is now 14 days overdue. I'd like to resolve this quickly. Please make payment at your earliest convenience: [PAYMENT LINK] If you'd like to discuss a payment plan, I'm open to that — just reply to this email. [Your Name]
Subject: Invoice #[NUMBER] — 30 days overdue — URGENT
Hi [Client Name], Invoice #[NUMBER] for [AMOUNT] is now 30 days overdue. This requires immediate attention. Per our agreement, late payment interest may apply from the original due date. Please arrange payment immediately: [PAYMENT LINK] If you are experiencing financial difficulties, please contact me urgently to discuss options. [Your Name]
Subject: FINAL NOTICE: Invoice #[NUMBER] — [AMOUNT] — 60 days overdue
Dear [Client Name], This is a final notice regarding invoice #[NUMBER] for [AMOUNT], which is 60 days overdue. If payment is not received within 7 days, I will have no choice but to refer this matter to a debt collection agency or pursue legal action to recover the amount owed. Payment must be made here: [PAYMENT LINK] I strongly encourage you to act on this immediately to avoid additional collection costs. [Your Name]
Not every client is the same. Use these templates for specific scenarios.
Subject: Invoice #[NUMBER] — [AMOUNT] — PO [PO NUMBER]
Dear Accounts Payable, Please find below the details for invoice #[NUMBER]: • Invoice date: [DATE] • Due date: [DUE DATE] • Amount: [AMOUNT] • PO reference: [PO NUMBER] • Project/service: [DESCRIPTION] Payment instructions: [PAYMENT LINK / BANK DETAILS] Please confirm receipt and advise of your expected payment date. If you require any additional documentation, please let me know. Kind regards, [Your Name]
Subject: Invoice #[NUMBER] — [AMOUNT] — payment terms: [TERMS]
Hi [Client Name], Here is invoice #[NUMBER] for [AMOUNT], due [DATE]. As a reminder, our agreed payment terms are [TERMS]. I've included a payment link below for your convenience. [PAYMENT LINK] Looking forward to continuing to work with you! [Your Name]
Subject: Updated Invoice #[NUMBER] — [AMOUNT] — resolved
Hi [Client Name], Following our conversation, I've updated invoice #[NUMBER] to reflect [what was agreed, e.g. 'the agreed 10% discount']. The revised amount is [NEW AMOUNT], due [DATE]. [PAYMENT LINK] Thank you for working through this with me. [Your Name]
Subject: Payment plan confirmation — Invoice #[NUMBER]
Hi [Client Name], Thank you for getting in touch. I'm happy to agree the following payment plan for invoice #[NUMBER] ([AMOUNT]): • Instalment 1: [AMOUNT 1] due [DATE 1] • Instalment 2: [AMOUNT 2] due [DATE 2] • Instalment 3: [AMOUNT 3] due [DATE 3] Please confirm you agree to these terms by replying to this email. [PAYMENT LINK] [Your Name]
Subject: Pre-collection notice — Invoice #[NUMBER] — [AMOUNT]
Dear [Client Name], Despite multiple reminders, invoice #[NUMBER] for [AMOUNT] (due [DATE]) remains unpaid. This is formal notice that unless full payment is received by [DEADLINE DATE], I will instruct a debt collection agency to recover the outstanding amount. This will result in additional collection fees being added to your account. To avoid this outcome, please pay immediately: [PAYMENT LINK] [Your Name] [Business Name]
Clients get a lot of emails. If you don't say 'invoice #123 for €1,500' they'll claim they never knew which invoice you meant.
Every extra step between 'read email' and 'paid' costs you. A direct payment link removes all friction. Clients who have to log in to a portal or find bank details often don't.
Don't start with threats. Start warm, get firmer, go formal. Jumping to 'legal action' on day 2 damages relationships. Reserve strong language for 30+ days overdue.
Writing reminder emails manually is exhausting — especially when you have 10, 20, or 50 invoices at different stages. Chaser sends the right email automatically at the right time:
Custom triggers for special situations. Set up once, never think about it again.
Try Chaser Free — Automate Your Reminders →Send the first reminder 7 days before the due date. Then on the due date if it's a large invoice. Follow up 1 day, 7 days, 14 days, and 30 days after due if unpaid.
Reference the invoice number and amount clearly, use a friendly tone, include a direct payment link, and keep it short. Avoid apologising for chasing — you're owed this money.
4–5 email reminders over 30 days is standard before escalating to a formal letter or collection. Chaser's 4-stage sequence is built around this framework.
Absolutely not. Sending reminders is normal business practice. 87% of freelancers get paid late — following up is expected. The key is to stay professional in tone.
Include the invoice number and amount in the subject. Clear beats clever: 'Invoice #123 — £850 — due 15 May' performs better than 'Just checking in!'
Chaser sends these emails automatically — so you focus on your work, not on chasing payment.
Try Chaser FreeSee pricing · Free for 3 invoices, €20/mo for unlimited
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