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Overdue invoice email templates

Six payment reminder emails, one for each stage of a late invoice, from a friendly heads-up before it's due to a final notice. Copy one, fill in the blanks in [brackets], and send it from your own email.

01 · 3 DAYS BEFORE THE DUE DATE

Friendly heads-up

Not a reminder that they're late, because they aren't. Most late payments are simply forgotten, and this catches them first.

Subject: Invoice [number] due [date]

Hi [Client name],

Just a quick heads-up that invoice [number] for [amount] is due on [date].

You can pay it here whenever it's convenient: [payment link]

Thanks,
[Your name]

02 · ON THE DUE DATE

Due today

Short and neutral. Include the payment link again so nobody has to dig for the original invoice.

Subject: Invoice [number] is due today

Hi [Client name],

Invoice [number] for [amount] is due today. Here's the payment link: [payment link]

If anything is holding it up, just reply and let me know.

Thanks,
[Your name]

03 · 3 DAYS LATE

Gentle follow-up

Assume it slipped through the cracks. Asking whether they received it gives them an easy, face-saving way to pay.

Subject: Following up on invoice [number]

Hi [Client name],

I wanted to follow up on invoice [number] for [amount], which was due on [date]. I know things get busy, so I wanted to make sure it didn't get lost in your inbox.

You can pay it here: [payment link]

If you've already sent payment, thank you, and please ignore this.

Thanks,
[Your name]

04 · 10 DAYS LATE

Firmer reminder

Still polite, but clearer. Ask a direct question so they have to respond with something, even if it's a date.

Subject: Invoice [number] is now 10 days overdue

Hi [Client name],

Invoice [number] for [amount] is now 10 days past due. Could you let me know when I can expect payment?

Here's the payment link again: [payment link]

If there's a problem with the invoice or you need to set up a payment plan, reply and we can work it out.

Thanks,
[Your name]

05 · 3 WEEKS LATE

Serious reminder

Mention any late fee your agreement allows, but only if it was in your original terms. Keep it factual, not angry.

Subject: Invoice [number]: 3 weeks overdue

Hi [Client name],

Invoice [number] for [amount] is now three weeks overdue, and I haven't heard back about it.

As outlined in our agreement, a late fee of [late fee] applies to balances more than [number] days past due, bringing the total to [new total].

Please pay here: [payment link]

If something has changed on your end, I'd rather hear about it now so we can sort it out together.

Thanks,
[Your name]

06 · 30+ DAYS LATE

Final notice

Send this one personally, not automatically. Only mention next steps you're actually prepared to take.

Subject: Final notice: invoice [number]

Hi [Client name],

This is a final notice for invoice [number], which is now more than 30 days overdue. The balance is [amount].

I've reached out several times and haven't been able to resolve this. If payment isn't received by [date], I'll need to [your next step, e.g. pause further work / refer the balance to collections].

You can pay here: [payment link]

If you'd like to talk through a payment plan instead, reply to this email before [date].

[Your name]

Tips that get invoices paid faster

  • Always include the payment link. Every extra step between the email and paying is a reason to put it off.
  • Start before it's late. A reminder a few days before the due date prevents more late payments than any follow-up after.
  • Escalate slowly. Each email can be a little firmer than the last, but stay polite. You probably want this client again.
  • Stop automating at 30 days. Past that point a personal call or note works better than another automated email.
  • Put late fees in writing up front. If you want to charge one, it belongs in your agreement or invoice terms, not in a surprise email. Try the late fee calculator to see what a fee works out to.

Rather not send these yourself?

Forward the invoice you already sent to Ledgerhawk. It sends this same sequence automatically, from 3 days before the due date through 3 weeks late, with a payment link in every email, and stops the moment the client pays.

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Common questions

How soon should I send a reminder for an overdue invoice?

Send a friendly heads-up a few days before the due date, then follow up on the due date and again about 3 days after. Most late invoices are forgotten rather than disputed, so early, polite reminders recover the majority of them.

How many reminders should I send before stopping?

Around five reminders over the first three weeks is a reasonable sequence. After about 30 days, stop automated emails and follow up personally, by phone or with a final notice, so the relationship doesn't sour.

Should I mention late fees in a reminder?

Only if a late fee was part of your original agreement or invoice terms. Adding a fee the client never agreed to usually causes a dispute and can run into state rules on late charges.

What's the best subject line for a payment reminder?

Keep it plain and specific: the invoice number and its status, such as "Invoice 1042 due today" or "Following up on invoice 1042". Clear subject lines get opened; clever ones get ignored.