Templates

Invoice reminder email templates

30 free, copy-and-paste payment reminder emails — from a friendly "due soon" nudge to a final notice, plus the awkward situations: ghosting clients, disputes, partial payments and broken promises.

Want one written for your exact invoice? Try the AI reminder email generator.

Before it is due

Payment due soon (3 days before)Three to five days before the due date. Checking the invoice was receivedTwo or three days after sending a new invoice, especially to a new client. Payment due todayThe morning of the due date.

Overdue reminders

First reminder (1 day overdue)The day after the due date. Second reminder (7 days overdue)About a week after the due date, if the first reminder got no reply. Third reminder (14 days overdue)Two weeks after the due date. 30 days overdueA month after the due date. 60 days overdueTwo months after the due date. 90+ days overdueThree months or more after the due date.

Final notices & escalation

Final notice before legal actionAfter two or three unanswered reminders, before sending a letter before action. Notice that late payment interest has been addedWhen you decide to start charging statutory interest on a B2B invoice. Pausing work until the invoice is paidWhen an ongoing client is late and you still have work in progress. Email to send with a letter before actionWhen you send the formal letter before action.

Tricky situations

Client has gone silent (ghosting)When a client who used to reply has stopped answering entirely. Partial payment received — chasing the balanceWhen a client pays only part of the invoice. Responding to a disputed invoiceWhen a client says they will not pay because they are unhappy with the work or the amount. Offering a payment planWhen a client says they cannot pay the full amount at once. Client promised to pay and did notWhen a client gave a payment date and missed it. Writing to the accounts departmentWhen your contact says it is "with accounts" and nothing happens. Invoice rejected for a missing PO numberWhen a larger client will not pay without a purchase order number. Your contact has left the companyWhen the person who commissioned the work has moved on and the invoice is stuck. Chasing a friend or family memberWhen the client is someone you know personally. Chasing an overseas clientWhen the client is outside the UK. Monthly retainer payment lateWhen a recurring retainer payment has not arrived. Chasing an unpaid depositWhen a client has agreed to a project but has not paid the deposit. Payment failed or bouncedWhen a card payment fails, a direct debit bounces or a cheque is returned. Confirming what was agreed on a phone callStraight after a phone conversation about an overdue invoice. Catching the client's payment runWhen a client pays suppliers in a weekly or monthly batch.

After payment

Thank you for your paymentAs soon as payment arrives. Apology: reminder sent in errorWhen you chased an invoice the client had already paid.

How to use these templates

  • Replace everything in [square brackets] with your details.
  • Send reminders in order. Skipping straight to a final notice damages relationships with clients who simply forgot.
  • Always attach the invoice and include a way to pay in the email itself.
  • Statutory interest wording only applies to business clients, not consumers.

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