When to send it
Day 3, 7, 14 and 30 after the due date, stopping as soon as the payment arrives.
The full template
Template
- Subject
- Invoice [INVOICE #]: payment reminder
DAY 3, subject: Invoice [INVOICE #]: payment reminder Hi [CLIENT NAME], invoice [INVOICE #] for [AMOUNT] was due on [DUE DATE]. Details: [PAYMENT LINK]. If it's already been sent, just tell me the date. Thanks, [YOUR NAME] DAY 7, subject: Invoice [INVOICE #]: 7 days overdue Hi [CLIENT NAME], following up on [DATE]. Invoice [INVOICE #] is now 7 days overdue. Could you reply with the payment date? [YOUR NAME] DAY 14, subject: Invoice [INVOICE #]: 14 days overdue, late fee applies Hi [CLIENT NAME], under section [X] a late fee of [RATE] applies from today. If [AMOUNT] arrives by [DATE], I'll waive it. [YOUR NAME] DAY 30, subject: Final notice: invoice [INVOICE #] [CLIENT NAME], after reminders on [DATES], I need [AMOUNT] by [DATE]. Otherwise I will [NEXT STEP]. [YOUR NAME]
Variant: One-line SMS or chat sample
One-line SMS or chat sample
- Subject
- Text message (not an email)
Hi [NAME], [YOUR NAME] here. Invoice [INVOICE #] for [AMOUNT] was due [DATE]. Payment link: [LINK]. When should I expect it?
Mistakes to avoid
- Using the same tone at day 30 as at day 3.
- Changing the amount or details between emails, which creates confusion.
- Skipping stages and jumping straight to a final notice.
- Continuing to send reminders after a promised date without referencing it.
FAQ
What is a good payment reminder email example?
One that names the invoice, amount and due date in the first line, includes payment details, and asks one clear question.
How many payment reminders should I send?
Usually four over 30 days. After that, a formal final notice letter.