Followio

Free Payment Reminder Email Templates

Professional, copy-and-paste templates for chasing overdue invoices. From friendly first reminders to firm final notices.

First Friendly Reminder
Polite and warm • Best for: First follow-up, 1-3 days after due date

Subject Line:

Friendly reminder: Invoice #[NUMBER] payment

Email Body:

Hi [Client Name],

I hope this email finds you well! I wanted to send a quick reminder that invoice #[NUMBER] for [AMOUNT] was due on [DUE DATE].

If you've already sent the payment, please disregard this message. Otherwise, I would greatly appreciate it if you could process this payment at your earliest convenience.

Please let me know if you have any questions or if there's anything I can help clarify.

Thank you!
[Your Name]
Professional Follow-Up
Direct but courteous • Best for: 5-7 days overdue, second reminder

Subject Line:

Payment reminder: Invoice #[NUMBER] now overdue

Email Body:

Hi [Client Name],

I'm writing regarding invoice #[NUMBER] for [AMOUNT], which was due on [DUE DATE] and is now [X] days overdue.

If payment has already been sent, please confirm receipt. Otherwise, please process this payment at your earliest convenience.

If there are any issues or questions about this invoice, please let me know so we can resolve them promptly.

Thank you,
[Your Name]
Firm But Fair
Assertive • Best for: 10-14 days overdue, third reminder

Subject Line:

Urgent: Invoice #[NUMBER] payment required

Email Body:

Hi [Client Name],

This is an important notice regarding invoice #[NUMBER] for [AMOUNT], which is now [X] days overdue (due date: [DUE DATE]).

Immediate payment is required. If there are circumstances preventing payment, please contact me within 48 hours to discuss payment arrangements.

If payment has been sent, please provide confirmation immediately.

[Your Name]
Final Notice
Formal and firm • Best for: 21+ days overdue, last attempt before escalation

Subject Line:

Final notice: Invoice #[NUMBER] - Action required

Email Body:

Dear [Client Name],

This is a final notice regarding unpaid invoice #[NUMBER] for [AMOUNT], now [X] days overdue (original due date: [DUE DATE]).

Payment must be received within 7 days to avoid further action. If you are unable to pay the full amount, please contact me immediately to discuss a payment plan.

Failure to respond will result in [late fees/collection agency/small claims court - choose appropriate action].

[Your Name]
[Business Name]
[Contact Information]
Gentle Nudge (Pre-Due)
Friendly reminder • Best for: 2-3 days before due date

Subject Line:

Upcoming: Invoice #[NUMBER] due soon

Email Body:

Hi [Client Name],

Just a friendly heads-up that invoice #[NUMBER] for [AMOUNT] is due on [DUE DATE] (in [X] days).

If you've already scheduled the payment, thank you! If not, this is a gentle reminder to help ensure timely payment.

Let me know if you need anything!

Best,
[Your Name]
The Relationship Builder
Warm and understanding • Best for: Valued long-term clients, 3-5 days overdue

Subject Line:

Following up on invoice #[NUMBER]

Email Body:

Hi [Client Name],

I hope everything is going well on your end! I wanted to follow up on invoice #[NUMBER] for [AMOUNT], which was due on [DUE DATE].

I know things get busy, and invoices can slip through the cracks. If you need any clarification or if there's anything I can adjust, please let me know.

Otherwise, I'd appreciate payment when you get a chance.

Thanks for being such a great client to work with!

[Your Name]

Automate Your Payment Reminders

Stop copying and pasting. Followio automatically sends perfectly-timed payment reminders based on your invoice due dates. Set it once, get paid faster.

Frequently Asked Questions

How soon should I send a payment reminder?

Send your first reminder 1-3 days after the due date. Many clients simply forget, and a gentle reminder is usually all that's needed. Wait at least 5-7 days before sending a second, more direct reminder.

What tone should I use in payment reminder emails?

Start friendly and professional. Escalate gradually with each reminder. First reminder: polite and warm. Second: direct but courteous. Third: firm but fair. Save formal, legal language for final notices only after 21+ days.

Should I call or email for payment reminders?

Email is best for the first 2-3 reminders as it creates a paper trail and is less confrontational. Consider a phone call after 14 days overdue for more personal follow-up, or if the client has a history of not responding to emails.

How many payment reminders should I send?

Typically 3-4 reminders over 30 days: Day 1-3 (friendly), Day 7 (professional), Day 14 (firm), Day 21+ (final notice). After 30 days with no response, consider escalating to collections or legal action.

What if a client doesn't respond to any reminders?

After 30 days and 3-4 reminders with no response: 1) Send a final notice with clear consequences, 2) Consider small claims court for amounts under $5,000-$10,000, 3) Use a collection agency for larger amounts, 4) Write off as bad debt for tax purposes if unrecoverable.

Can I charge late fees for overdue invoices?

Yes, if you specified late fees in your original contract or invoice terms. Common rates are 1.5-2% per month. Always state your late fee policy upfront before starting work. Check local laws as some jurisdictions have maximum allowable late fee rates.

Related: How to Chase Overdue Invoices