When to send it
Use the email below as soon as an invoice is due or past due. The steps before it (terms in writing, deposit, clear invoice) belong at the start of the project.
The full template
Template
- Subject
- Payment for [PROJECT]: invoice [INVOICE #]
Hi [CLIENT NAME], The [PROJECT] work is complete and invoice [INVOICE #] for [AMOUNT] was due on [DUE DATE]. You can pay here: [PAYMENT LINK / BANK DETAILS], reference [INVOICE #]. Could you let me know when it's scheduled? If you need anything from me for your accounts team (a PO number, a W-9, a different invoice format), tell me and I'll send it today. Best, [YOUR NAME]
Variant: Phone script
Phone script
- Subject
- Call script (not an email)
"Hi [NAME], it's [YOUR NAME]. I'm calling about invoice [INVOICE #] for [AMOUNT], which was due on [DATE]. I wanted to check whether anything is holding it up on your side." (Let them answer. Then:) "Great. What date can I expect the payment? I'll note it down." (Close with:) "Thanks. I'll send you a quick email confirming that date."
Mistakes to avoid
- Starting work without written payment terms. Agree on amount, due date and late fee before the first deliverable.
- Sending a vague message like "just checking in". Name the invoice, the amount and the ask.
- Negotiating the price after the fact. If the client disputes scope, handle that separately from the overdue amount.
- Only following up when you remember. Pick fixed days (3, 7, 14, 30) and stick to them.
FAQ
What is the best way to ask a client for payment?
In writing, with the invoice number, amount, due date and a payment link in the message, ending with one question: when will it be paid.
Should I call or email?
Email first so there is a record. Call if two emails go unanswered, then confirm the call by email.
How do I ask for payment upfront?
State it in your proposal: a deposit is due before work starts, and the start date is set when it arrives.