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Invoice Reminder Email Templates That Actually Get You Paid

4 min read · January 2026

Following up on a late invoice is awkward. You don't want to come across as pushy, but you also don't want to keep pretending the money isn't owed to you.

The good news: most late payments have nothing to do with your client being difficult. They forgot, they were busy, or the invoice got lost in their inbox. A well-worded reminder solves the problem in most cases.

Below are four ready-to-use email templates, one for each stage of the follow-up process. Copy them, fill in the details, and send.

Why this works: Freelancers who send payment reminders get paid 23% faster on average. A single well-timed email is usually all it takes.

Template 1: The Friendly Nudge (Day After Due Date)

This is your first follow-up. Keep it light, assume good faith, and make it easy for them to act.

Stage 1 — Friendly
Subject: Quick note on Invoice #[NUMBER]
Hi [Client Name], Hope you're having a good week! Just wanted to drop a quick note — Invoice #[NUMBER] for [AMOUNT] was due on [DUE DATE]. No worries at all, just wanted to make sure it didn't get lost in the shuffle. Here are the payment details again for convenience: [PAYMENT DETAILS] Let me know if you have any questions or need anything from my end. Thanks, [Your Name]

Template 2: The Polite Check-In (One Week Overdue)

A week has passed and there's been no payment or response. Time to be a little more direct, but still professional.

Stage 2 — Polite
Subject: Following up — Invoice #[NUMBER] is overdue
Hi [Client Name], I wanted to follow up on Invoice #[NUMBER] for [AMOUNT], which was due on [DUE DATE]. It's now been about a week, and I haven't received payment yet. I want to make sure everything is on track. Is there anything holding things up on your end? Happy to answer any questions or re-send the invoice if needed. Looking forward to hearing from you. Thanks, [Your Name]

Template 3: The Firm Reminder (Two Weeks Overdue)

At this point, you need to be clear that this is a real issue — without burning the relationship.

Stage 3 — Firm
Subject: Action needed — Invoice #[NUMBER] (14 days overdue)
Hi [Client Name], I'm writing to follow up on Invoice #[NUMBER] for [AMOUNT], which is now 14 days past the due date of [DUE DATE]. I'd really appreciate it if we could get this sorted out soon. If there's an issue with the invoice or the project, I'm happy to discuss — but I do need to know what's going on. Could you let me know when we can expect payment, or set up a quick call to sort this out? Thanks, [Your Name]

Template 4: The Final Notice (30+ Days Overdue)

You've followed up multiple times. This is your last chance before you escalate. Be direct, reference your previous attempts, and state clearly what happens next.

Stage 4 — Final Notice
Subject: Final notice — Invoice #[NUMBER] (overdue since [DUE DATE])
Hi [Client Name], This is a final notice regarding Invoice #[NUMBER] for [AMOUNT], which has been outstanding since [DUE DATE]. I've followed up on [DATE OF LAST EMAIL] and have not received a response or payment. I need this invoice to be paid in full by [NEW DEADLINE — e.g. 7 days from now]. If I don't hear from you by then, I'll need to explore my options, which may include [late fees if applicable / collection agency / legal action]. I'd genuinely prefer to resolve this directly. Please reach out as soon as possible. Thank you, [Your Name]

A Few Tips to Make These Work Better

Automate your payment reminders

Billzy tracks your invoices and gives you these reminder templates built right into the dashboard. One click to copy, and you're done. Free for up to 10 invoices.

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