Here's every payment reminder email you need, in order of escalation. Copy, paste, and customize with your invoice details.
Pre-Due Date Reminders
1. Friendly Heads-Up (5 Days Before)
Subject: Invoice #[INV-001] due in 5 days — [Company Name]
Hi [Client Name],
Just a heads-up that Invoice #[INV-001] for $[1,500] is due on Friday, May 22nd. Nothing needed from your end unless you have questions — happy to resend if helpful.
Thanks,
[Your Name]
2. Reminder on Due Date
Subject: Invoice #[INV-001] is due today — [Company Name]
Hi [Client Name],
Invoice #[INV-001] of $[1,500] is due today. Please let me know if you need any information to process payment — I'm here if anything comes up.
Best,
[Your Name]
First Follow-Up (3 Days Overdue)
3. Simple Check-In
Subject: Quick check on Invoice #[INV-001]
Hi [Client Name],
I wanted to make sure Invoice #[INV-001] didn't slip through — it was due on [DATE] and I haven't received payment yet. No rush, just wanted to check in.
[Your Name]
4. Offer Help
Subject: Invoice #[INV-001] — can I help with anything?
Hi [Client Name],
Invoice #[INV-001] of $[1,500] is a few days overdue. Is there anything I can help with to speed up payment — happy to resend the invoice, update billing details, or answer any questions.
[Your Name]
Second Follow-Up (7 Days Overdue)
5. Direct but Professional
Subject: Invoice #[INV-001] — 7 days past due
Hi [Client Name],
Invoice #[INV-001] of $[1,500] is now a week overdue. Can you give me a sense of when payment might come through? I want to make sure nothing's fallen through the cracks on our end.
[Your Name]
6. Escalation Notice
Subject: Payment needed for Invoice #[INV-001]
Hi [Client Name],
I'm following up on Invoice #[INV-001] of $[1,500], which is now 7 days past due. If payment isn't received by [DATE], I'll need to pause work on [PROJECT NAME]. Please let me know if there are any issues.
[Your Name]
Third Follow-Up (14 Days Overdue)
7. Formal Request
Subject: [Action Required] Invoice #[INV-001] — 14 days overdue
Hi [Client Name],
Invoice #[INV-001] of $[1,500] is now 14 days overdue. I'd like to resolve this quickly. Please respond by [DATE] with either: (a) a payment date, or (b) a reason we haven't received payment.
I'm available to jump on a call if that's easier.
[Your Name]
8. Payment Plan Offer
Subject: Invoice #[INV-001] — can we work something out?
Hi [Client Name],
I understand cash flow can be tight. If it would help, I'm happy to break Invoice #[INV-001] ($[1,500]) into two payments — $[750] now and $[750] in two weeks. Let me know what works.
[Your Name]
Final Notice (21+ Days Overdue)
9. Final Formal Notice
Subject: FINAL NOTICE — Invoice #[INV-001] ([Amount])
Hi [Client Name],
Invoice #[INV-001] of $[1,500] is now 21 days overdue. This is my final notice before I initiate a collections process.
Please arrange payment or contact me directly by [DATE] to avoid further action.
[Your Name]
10. Late Fee Notification
Subject: Late Fee Now Applied — Invoice #[INV-001]
Hi [Client Name],
As outlined in our agreement, a late fee of $[50] has been added to Invoice #[INV-001]. The new total of $[1,550] is due immediately.
If payment is made in full within 7 days, the late fee will be waived.
[Your Name]
Work Suspension Notice
11. Pause Work Notice
Subject: Work Paused — Invoice #[INV-001]
Hi [Client Name],
Because Invoice #[INV-001] ($[1,500]) is 21 days overdue with no communication, I'm pausing work on [PROJECT NAME] effective immediately. Once payment is received, I'll resume.
Please send payment confirmation or contact me to discuss.
[Your Name]
Collection / Legal Escalation
12. Collection Agency Notice
Subject: FINAL — Invoice #[INV-001] going to collections
Hi [Client Name],
Despite multiple attempts to reach you, Invoice #[INV-001] of $[1,500] remains unpaid after 30 days. I'm forwarding this account to a collection agency.
This will impact your credit and may result in additional fees. To avoid this, please remit payment of $[1,500] within 5 business days.
[Your Name]
13. Small Claims Demand
Subject: Legal Action Pending — Invoice #[INV-001]
Hi [Client Name],
This is formal notice that I intend to file a small claims court case for the $[1,500] owed on Invoice #[INV-001] if payment is not received within 10 days.
If you'd like to resolve this directly, please contact me at [email] before [DATE].
[Your Name]
Post-Settlement Templates
14. Payment Received Confirmation
Subject: Payment received — thank you, [Client Name]
Hi [Client Name],
Just confirming I received your payment of $[1,500] for Invoice #[INV-001]. Thank you — appreciate your quick follow-through.
[Your Name]
15. Payment Plan Confirmation
Subject: Payment plan confirmed — Invoice #[INV-001]
Hi [Client Name],
Confirmed your payment plan for Invoice #[INV-001]:
- $[750] due [DATE] — received
- $[750] due [DATE] — pending
I'll send a reminder before the second payment is due. Thanks for working this out.
[Your Name]
Automate All of This
DueKeep sends the right template at the right time, automatically. Set it up once and never write a payment reminder email again.