A good payment reminder is short, polite and specific: it names the invoice, the amount and the due date, and makes paying easy with a link or bank details. Most late payers simply forgot, so start friendly and only get firmer if the silence continues.
Below are four emails you can copy, one for each stage: a friendly nudge before the due date, a note on the day it is due, an overdue reminder, and a final notice. Change the names and numbers and send.
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When to send each reminder
A simple schedule keeps you consistent, and it keeps you from being the one who forgets to chase.
| Stage | When | Tone |
|---|---|---|
| 1. Friendly heads-up | 2 to 3 days before the due date | Warm and helpful |
| 2. Due today | On the due date | Neutral and brief |
| 3. Overdue | 3 to 7 days after | Friendly but clear |
| 4. Final notice | 2 to 3 weeks after | Firm and factual |
Email 1: a friendly reminder before the due date
This one is optional, and it works well with larger clients. It is a service, not a demand.
Hi Ava,
Just a quick heads-up that invoice INV-1042 for $1,550.00 is due on November 16. You can pay online here: [payment link]
If you need anything from me to process it, such as a PO number or a W-9, tell me and I will send it today.
Thanks,
Sam
Email 2: due today
On the due date, keep it short and neutral. The client may have it scheduled already.
Hi Ava,
A friendly reminder that invoice INV-1042 for $1,550.00 is due today. The invoice is attached again, and you can pay here: [payment link]
If payment is already on its way, thank you, and please ignore this note.
Best,
Sam
Email 3: the invoice is overdue
A few days after the due date, assume it was missed, not ignored. Ask a question rather than make an accusation, and say what you need.
Hi Ava,
I have not received payment for invoice INV-1042 ($1,550.00), which was due on November 16 and is now 5 days overdue. The invoice is attached, and you can pay here: [payment link]
Could you let me know when I can expect the payment? If something is holding it up, tell me and I will help sort it out.
Thank you,
Sam
Email 4: final notice
Send this when earlier reminders got no answer. Stay factual: say what is owed, what has happened, what you will do next and by when. Only mention a late fee if it was in your terms from the start, and only mention further steps you are really willing to take. If you are unsure about the legal side of collecting a debt, ask a professional.
Hi Ava,
This is a final reminder about invoice INV-1042 for $1,550.00, which was due on November 16 and is now 24 days overdue. I have written on November 21 and November 26 without a reply.
Please pay by December 17 using this link: [payment link]. As stated in the invoice terms, a late fee of 1.5% per month applies to unpaid balances.
If there is a problem with the invoice, call me at (512) 555-0142 and we will resolve it. If I do not hear from you by December 17, I will have to pause further work and consider other ways to recover the amount.
Sam Rivera
Maple Street Studio
Tips that keep reminders effective
- Put the invoice number, amount and due date in the subject line, so the email is clear before it is opened.
- Attach the invoice again and add a payment link. Fewer clicks mean faster payment.
- Send to the person who approves payments as well as your day-to-day contact.
- Keep your tone consistent, and do not threaten what you will not do.
- Phone calls work for large or long-overdue invoices. Follow up with an email that confirms what was said.
- Note each reminder's date, so your final notice can list them.
Let the software do the chasing
Chasing payments by hand is easy to put off. In Jiffy you can send a reminder yourself on any plan, and on Pro and Ultra a reminder schedule sends friendly, then firmer notes for you, each with the payment link, and stops once the invoice is paid. Read more about automatic payment reminders. Be sure your payment terms are on the invoice before you start.