Following up on unpaid invoices is awkward, but absolutely necessary. The secret to getting paid faster isn't being aggressive—it's being consistent.
We've put together a progression of 7 email templates you can use depending on how far past due the invoice is. Start friendly, and slowly escalate your tone.
1. The "Friendly Check-In" (Before Due Date)
Subject:Checking in: Invoice #[Invoice Number] for [Project/Service]
Hi [Client Name],
Hope you're having a great week!
Just a quick note that invoice #[Invoice Number] for [Amount] is due next week on [Due Date]. I've attached a copy here for your convenience.
Let me know if you have any questions about the invoice or if you need anything else from my end.
Best regards,
[Your Name]
Click to edit
2. The Due-Date Reminder
Subject:Reminder: Invoice #[Invoice Number] is due today
Hi [Client Name],
Hope everything is going well.
This is just a quick reminder that invoice #[Invoice Number] for [Amount] is due today. You can easily view the invoice and pay online via this link: [Payment Link].
If you've already scheduled this payment, please disregard this note!
Thanks,
[Your Name]
Click to edit
3. The 3-Day Overdue Nudge
Subject:Following up: Invoice #[Invoice Number] is slightly overdue
Hi [Client Name],
I'm following up on invoice #[Invoice Number] for [Amount], which was due on [Due Date].
I know how busy things can get, so I just wanted to bump this to the top of your inbox. Could you please let me know when we can expect this to be processed?
I've attached the invoice again here.
Thanks,
[Your Name]
Click to edit
4. The 7-Day Overdue Follow-Up
Subject:Action Required: Invoice #[Invoice Number] is 7 days past due
Hi [Client Name],
I'm writing to follow up on my previous email regarding invoice #[Invoice Number] for [Amount]. It is now one week past the due date.
Please let me know if there's any issue holding up this payment, or if there's another department I should be directing this to. Otherwise, please process this payment as soon as possible via this link: [Payment Link].
Best regards,
[Your Name]
Click to edit
5. The 14-Day Overdue Request
Subject:Overdue: Invoice #[Invoice Number]
Hi [Client Name],
I am checking in again regarding invoice #[Invoice Number] for [Amount], which was due two weeks ago on [Due Date].
As a small business, timely payments are crucial for us to continue delivering work. Please confirm receipt of this email and provide an update on when this payment will be made.
Thank you,
[Your Name]
Click to edit
6. The 30-Day Overdue Warning
Subject:URGENT: Invoice #[Invoice Number] is 30 days past due
Dear [Client Name],
This email is to inform you that invoice #[Invoice Number] for [Amount] is now 30 days overdue.
Please process this payment immediately. If you are experiencing financial difficulties, please reach out so we can discuss a payment plan. If we do not hear from you or receive payment by [Date], we will be forced to apply a late fee of [Late Fee %] as per our contract terms.
Awaiting your immediate response,
[Your Name]
Click to edit
7. The Final Payment Reminder
Subject:FINAL NOTICE: Outstanding Invoice #[Invoice Number]
Dear [Client Name],
This is our final request for payment on invoice #[Invoice Number] for [Amount], which is now significantly past due.
If we do not receive payment in full by [Final Date], we will have no choice but to suspend all ongoing services and escalate this account to a collections agency.
We value our working relationship and hope to resolve this without taking further action. Please remit payment immediately via [Payment Link].
Regards,
[Your Name]
Click to edit
Don't want to send these manually?
InvoiceSnooze automatically follows up with clients according to the schedule you choose, using templates just like these.
Start free →