Payment reminder email template
A polite nudge as the due date approaches or just passes.
A payment reminder should state the invoice number, the amount and how many days remain or have passed, then ask one direct question. Keep it factual: assume an oversight rather than a refusal, because it usually is one.
At a glance
| Use it when | A few days before the due date, or up to a week after |
|---|---|
| Length | Under 80 words |
| Tone | Neutral, assume an oversight |
| Ask for | A payment date, not an apology |
The template
Subject lines that work with it
- Invoice [number] due [date]
- Reminder: invoice [number], [amount]
- Invoice [number] - payment status?
How to write this email well
- Ask when it will be paid, not whether it will. A date is actionable, a yes is not.
- Reattach the invoice. Making them search for it adds a day.
- Keep it short enough to read on a phone lock screen. Long reminders read as anxious.
Questions
When should I send the first reminder?
Two or three days before the due date. It is a courtesy at that point rather than a chase.
How often should I chase?
Weekly after the due date, escalating in formality rather than frequency.
Should I mention late fees?
Only if they are in your terms. Introducing them in a reminder rarely holds up and sours the relationship.
More invoices and payments templates
Invoices and payments
Invoice email
Sending an invoice so it gets paid without questions.
Invoices and payments
Overdue notice
A firmer message once an invoice is well past due.
Use this template in Gmail
Copy the HTML above and paste it into Mailplate, the free Gmail extension that inlines the CSS so the layout survives sending. Or edit the wording directly in the preview and insert it into your message.
See Mailplate