When to send it
Send it 5 to 10 days after the due date, when one reminder has gone unanswered or there was no reminder at all. Before that, a friendly nudge is enough. After 14 days, move to a firm request with a deadline.
The full template
Template
- Subject
- Invoice [INVOICE #] is overdue: [AMOUNT]
Hi [CLIENT NAME], Invoice [INVOICE #] for [AMOUNT] was due on [DUE DATE] and is now [X] days overdue. To make it easy, here is everything in one place: Amount: [AMOUNT] Reference: [INVOICE #] Pay to: [BANK DETAILS / PAYMENT LINK] Could you confirm the date the payment will go out? If something on the invoice is holding it up, tell me what it is and I'll fix it today. Thanks, [YOUR NAME]
Variant: Three-line version for clients who pay late but always pay
Three-line version for clients who pay late but always pay
- Subject
- Overdue: invoice [INVOICE #]
Hi [CLIENT NAME], Quick flag: invoice [INVOICE #] ([AMOUNT]) was due [DUE DATE]. Payment link: [LINK]. What date should I expect it? [YOUR NAME]
Mistakes to avoid
- Attaching the invoice and writing "see attached". Put the amount, reference and payment details in the body so nobody has to open a file.
- Asking "did you get my invoice?". It invites "no" or silence. Ask for a payment date instead.
- Sending it to the person you worked with when someone else pays. Copy accounts payable, or ask who handles payments.
- Apologizing for asking. You delivered the work; the invoice is a normal business document.
FAQ
How many days after the due date is an invoice overdue?
Technically one day. In practice, wait 3 days for a friendly reminder and use this overdue email from about day 7.
Should I add a late fee in the first overdue email?
Only mention it if your contract or invoice already states one. Introducing a fee for the first time in a reminder is hard to enforce and sours the relationship.
What if the client replies with a date and then misses it?
Reply the day after the missed date, quote their own date back, and move to the firm request template.