Payment Reminder Email Templates (Copy-Paste Ready)

Chasing unpaid invoices is awkward. These templates take the awkwardness out of it — polite, professional, and effective. Copy them, adapt them, and stop writing "just following up" emails from scratch every time.

Why payment reminders work

Most late payments are not clients trying to avoid paying. They are clients who are busy, disorganised, or simply forgot. A polite reminder at the right time is all it takes to get paid.

Studies show that sending a reminder 3 days before the due date increases on-time payment rates significantly. And a follow-up at day 7 catches the majority of the rest. By day 14, if you still have not been paid, it is time to be more direct.

Hi [Client Name],

Just a quick heads-up that Invoice [INV-NUMBER] for [amount] is due on [due date].

You can pay directly here: [payment link]

Let me know if you have any questions. Happy to help.

[Your name]

Hi [Client Name],

I wanted to follow up on Invoice [INV-NUMBER] for [amount], which was due yesterday.

If you have already sent payment, please ignore this — it may just be crossing in the mail. If not, you can pay here: [payment link]

Thanks,
[Your name]

Hi [Client Name],

Invoice [INV-NUMBER] for [amount] is now 7 days past its due date of [due date].

Could you let me know when I can expect payment? You can pay directly here: [payment link]

If there is an issue with the invoice or the work, I am happy to discuss. Otherwise, I would appreciate payment as soon as possible.

[Your name]

Hi [Client Name],

This is a final notice for Invoice [INV-NUMBER] for [amount], which is now 14 days overdue.

As per our agreement, a late payment fee of [X]% applies for invoices unpaid after [X] days.

Please make payment immediately here: [payment link]

If I do not receive payment by [specific date], I will need to escalate this matter. I would prefer to resolve this directly — please reach out if you need to discuss.

[Your name]

Hi [Name], just following up on Invoice [INV-NUMBER] for [amount] — it's [X] days overdue. Here's the payment link: [link]. Let me know if you have any questions!

Tips for writing effective payment reminders

• Always include the payment link. Never make the client hunt for how to pay. Put the link in every single reminder.
• Reference the invoice number. Clients deal with many invoices. Make it easy for them to find the right one.
• Keep the tone warm early, firm later. The first reminder should be friendly. By day 14, be direct and professional.
• Send at the right time. Tuesday to Thursday mornings get the best email open rates. Avoid Monday mornings and Friday afternoons.
• Do not apologise for following up. You are owed money for work you did. Following up is professional, not pushy.

Stop writing reminders manually

These templates work — but you should not be sending them manually. Every time you write a follow-up email, you are spending time and emotional energy that should go into your actual work.

Becflow sends payment reminders automatically. You set up the sequence once — day 3, day 7, day 14 — and the emails go out on their own. You never have to think about chasing a payment again.