Most unpaid invoices aren't refusals. The email went to an inbox nobody checks, the approver was on leave, or the invoice was missing a PO number. Australia's official business guidance says it plainly: a missed payment "could just be an oversight," so the first step is a friendly reminder (business.gov.au).
That's why a good reminder is short and specific, and it makes paying easy. Below are six templates, one for each stage of an overdue invoice, plus subject lines and a few rules that keep you paid and keep the client.
Short on time? Use the free ChaseKindly payment reminder email generator. Enter the client, the amount and how late the invoice is, and you'll get a reminder in the right tone, ready to paste into your email.
What every payment reminder needs
Whatever the stage, include these five things. If one is missing, the client has a reason to put your email aside.
- Invoice number. Accounts teams look invoices up by number, not by your name.
- Amount due, in the invoice currency.
- Due date, plus how many days overdue the invoice is, once it's late.
- How to pay. A payment link, or your bank details. Never make them go looking.
- One clear ask. "Could you confirm the payment date?" works better than "Let me know."
Attach the invoice again, or link to it, every time. Don't assume they still have the first email.
Template 1: Friendly heads-up (3–5 days before the due date)
This isn't chasing. It's a courtesy that catches problems early, like a wrong billing address or a missing PO, while there's still time to fix them.
Subject: Invoice [#1042] due on [15 November]
Hi [Name],
A quick heads-up that invoice [#1042] for [$1,200] is due on [15 November]. I've attached it again for convenience, and you can pay online here: [payment link].
If anything's needed on your side to process it (a PO number, a different billing contact), just let me know and I'll sort it out.
Thanks,
[Your name]
Template 2: On the due date
Keep it neutral and factual. Don't apologise for sending it. The due date was agreed.
Subject: Invoice [#1042] is due today
Hi [Name],
Just a reminder that invoice [#1042] for [$1,200] is due today. If it's already on its way, thank you, and please ignore this. If not, you can pay here: [payment link].
Best,
[Your name]
Template 3: Gently overdue (3–7 days late)
At this point, assume it slipped through the cracks. Ask a question that's easy to answer.
Subject: Following up: invoice [#1042]
Hi [Name],
I'm following up on invoice [#1042] for [$1,200], which was due on [15 November]. I haven't seen the payment come through yet.
Could you let me know when I can expect it? If the invoice should go to someone else on your team, I'm happy to send it to them directly.
Invoice: [link] · Pay online: [payment link]
Thanks,
[Your name]
The line about sending it to someone else matters. If your contact can't approve payments, it gives them an easy way to pass you to the person who can.
Template 4: Firm (around 14 days late)
Stay polite, but ask for a date. Refer to what you both agreed.
Subject: Invoice [#1042]: 14 days overdue
Hi [Name],
Invoice [#1042] for [$1,200] is now 14 days past its due date of [15 November], and I haven't had a reply to my last message.
Please arrange payment by [date, about 5 working days away], or reply to tell me what's holding it up so we can solve it together.
Pay online: [payment link]
Regards,
[Your name]
Template 5: Serious (30+ days late)
Now mention the consequences you are entitled to apply. That could be a late fee from your contract, or statutory interest where the law provides it. In the UK, for example, a business can claim statutory interest on late business-to-business payments plus a fixed recovery sum of £40, £70 or £100, depending on the size of the debt (GOV.UK). EU countries have a similar minimum of €40 under the Late Payment Directive (Your Europe). Rules differ by country, so check before you quote a figure. Our guide to late payment fees and interest by country covers the details.
Subject: Invoice [#1042]: 30 days overdue
Hi [Name],
Invoice [#1042] for [$1,200] is now 30 days overdue. As set out in our agreement dated [date], a late fee of [amount] now applies, bringing the balance to [new total].
I'd like to resolve this without escalating. Please pay by [date] using [payment link], or call me on [number] if you need to discuss a payment plan.
Regards,
[Your name]
If you didn't agree a fee and your country doesn't provide one by law, leave out that sentence. Never threaten a charge you can't actually apply.
Template 6: Final notice
Send this once, when you've decided what happens next and you're prepared to do it. Name the step: a debt collection agency, a solicitor's letter or a small claims filing. Vague "further action" carries no weight with someone who has ignored four emails.
Subject: Final notice: invoice [#1042]
Dear [Name],
This is a final notice regarding invoice [#1042] for [$1,200], due on [15 November] and now [45] days overdue. I sent reminders on [dates] and have not received payment or a reply.
Unless the full balance of [total] is received by [date, 7–14 days away], I will [refer the debt to (agency name) / file a claim with (court)]. Any interest and costs I am entitled to under our agreement or by law will be added.
If you believe any part of this is incorrect, please reply in writing before [date].
[Your name]
[Business name, phone]
Before you get here, read what to do when a client won't pay. Some countries expect you to follow specific pre-court steps. In England and Wales, for instance, the courts expect a letter before claim and a reasonable time to respond (Practice Direction: Pre-Action Conduct).
Subject lines that get opened
Subject lines should be easy to scan and search. Put the invoice number in every one, because that's what the accounts team will search for.
| Stage | Subject line |
|---|---|
| Before due | Invoice #1042 due on 15 November |
| Due today | Invoice #1042 is due today |
| A few days late | Following up: invoice #1042 |
| Two weeks late | Invoice #1042: 14 days overdue |
| A month late | Invoice #1042: 30 days overdue, action needed |
| Final | Final notice: invoice #1042 |
Avoid all caps, "URGENT!!!", and vague subjects like "Quick question". They look like spam, or like a phishing email. Fake "overdue invoice" emails are common enough that some people search for "overdue invoice email scam." A clear sender name, a real invoice number and a payment link they recognise all help your email look genuine.
Seven mistakes that slow payment down
- No payment link. Every extra step is another chance to put it off until tomorrow.
- Writing to the wrong person. If two reminders go unanswered, ask who handles accounts payable.
- Starting too late. A heads-up before the due date often prevents the whole problem.
- Sounding passive-aggressive. "As per my last email…" makes people defensive. A neutral, factual tone works better.
- Mentioning fees you never agreed. It damages trust, and in some places a fee or interest rate wasn't validly agreed can't be enforced. Canada, for example, caps interest at 5% a year unless the annual rate is stated in the contract (Interest Act, s. 4).
- Asking several things at once. Make one clear request per email.
- Not keeping a record. Save every reminder and reply. If it goes further, a dated trail of polite reminders strengthens your position.
How often should you send reminders?
There's no legal rule for how often to remind someone, but the sequence above gives a sensible rhythm: 3–5 days before, on the due date, about 3–7 days after, about 14 days after, about 30 days after, then a final notice. Change the timing to suit your payment terms and the relationship. A long-standing client with a slow accounts department deserves more patience than a new client who has gone silent.
Remembering to send all of that, on time, for every invoice, is the tedious part. That's what ChaseKindly is for. Add an invoice and it plans polite reminders that get firmer at each stage. Automatic sending coming soon. When it is on, reminders stop when you mark the invoice paid. The Free plan covers up to 3 active (unpaid) invoices. Pro is $12/month for more.
Quick FAQ
Should I send reminders by email or text? Start with email. It leaves a written record and can carry the invoice. A short text or WhatsApp message works well as a nudge alongside it ("Hi Sam, just sent over a reminder for invoice #1042. Here's the pay link: …"), especially with small-business clients.
Is it rude to send a reminder before the invoice is due? No. A heads-up a few days before is a normal business courtesy. Most clients appreciate the chance to fix a missing PO number or billing contact before the invoice is late.
What if the client says they never received the invoice? Resend it immediately with the original date, and confirm the address it should go to. Then agree a payment date in writing.
When should I stop sending reminders? When the client has paid, has agreed a payment plan in writing, or when you've sent a final notice and moved to the next step. Don't keep sending "final" notices. Each one weakens the last.
Write your next reminder in under a minute: open the free payment reminder email generator, or let ChaseKindly plan them for you. Automatic sending coming soon.
This guide is general information, not legal advice. Late payment rules vary by country and contract, so check the official sources linked above for your situation.