When to send it
Three days after the due date. If you have a good relationship, you can also send it on the due date itself as a heads up.
The full template
Template
- Subject
- Quick reminder: invoice [INVOICE #]
Hi [CLIENT NAME], Hope the [PROJECT] launch is going well. A quick reminder that invoice [INVOICE #] for [AMOUNT] was due on [DUE DATE]. It may simply have slipped through, so here are the details: Amount: [AMOUNT] Pay to: [BANK DETAILS / PAYMENT LINK] Reference: [INVOICE #] If it's already on its way, just let me know the date and ignore this. Thanks so much, [YOUR NAME]
Variant: For monthly retainer clients
For monthly retainer clients
- Subject
- Retainer invoice for [MONTH]
Hi [CLIENT NAME], The [MONTH] retainer invoice ([INVOICE #], [AMOUNT]) was due on [DUE DATE] and I don't see it yet. Same details as always: [PAYMENT LINK]. Could you check it's in this week's payment run? Thanks, [YOUR NAME]
Mistakes to avoid
- "Sorry to bother you". You are not bothering anyone; drop it.
- Burying the amount in the third paragraph. It should be visible without scrolling.
- Adding a long update about the project. Keep the reminder about the invoice.
- Waiting a month because the relationship is good. Good clients appreciate an early nudge.
FAQ
Is it rude to send a payment reminder?
No. It is standard business practice, and most clients pay late because of admin, not intent.
How soon can a freelancer send a reminder?
On the due date or up to three days after. Sending one before the due date is also fine for new clients.
What if I'm friends with the client?
Use this template anyway. Keeping it businesslike protects the friendship.