Payment Reminder Email Templates

A set of payment reminder emails, from a friendly nudge to a final notice, ordered by how overdue the invoice is. The tone escalates gradually — polite first, firm later — so you get paid without burning the relationship. Click to copy.

How to use: choose Edit to personalize and format a template, then Preview the email or Copy it with formatting. Replace these placeholders with your details:

{{client}} — Client name / contact
{{invoice}} — Invoice number, e.g. INV-0001
{{amount}} — Amount, e.g. $5,000
{{due_date}} — Due date
{{days}} — Days overdue
{{your_name}} — Your name
{{your_company}} — Your company

Friendly

3 days before due · pre-reminder

Subject: Friendly reminder: invoice {{invoice}} is due on {{due_date}}

Body

Hi {{client}},

Hope you're doing well. Just a friendly reminder that invoice {{invoice}} for {{amount}} is due on {{due_date}}.

I've attached the invoice again for convenience. If payment is already scheduled, please ignore this note — and if you have any questions, just reply here.

Thanks!
{{your_name}}
{{your_company}}

Friendly

Due today

Subject: Invoice {{invoice}} is due today

Body

Hi {{client}},

A quick reminder that invoice {{invoice}} for {{amount}} is due today.

If payment is already on its way, thank you! If you'd like me to resend the invoice or provide another payment method, just let me know.

Best,
{{your_name}}

Reminder

7 days overdue

Subject: [Overdue] Invoice {{invoice}} is {{days}} days past due

Body

Hi {{client}},

Following up: invoice {{invoice}} for {{amount}} was due on {{due_date}} and is now {{days}} days overdue, with payment still outstanding.

It may simply have slipped through — if you could arrange payment soon, that would be great. If it's already on the way, a quick reply to confirm would help me update my records.

Thanks for your help,
{{your_name}}
{{your_company}}

Firm

14 days overdue

Subject: [Second reminder] Invoice {{invoice}} is {{days}} days overdue

Body

Hi {{client}},

This is a second reminder regarding invoice {{invoice}} for {{amount}}, which was due on {{due_date}} and is now {{days}} days overdue.

Our earlier reminder may have been missed. Please arrange payment within this week. If you're having any difficulty paying, contact me directly and we can work out a sensible arrangement.

I look forward to your reply,
{{your_name}}
{{your_company}}

Final

30 days overdue · final notice

Subject: [Final notice] Invoice {{invoice}} is {{days}} days overdue — immediate payment required

Body

{{client}},

This is a final notice regarding invoice {{invoice}} for {{amount}}, now {{days}} days overdue. Several previous reminders have gone unanswered and unpaid.

Please pay the full amount within 7 days of this email. If payment is not received, we will have to pause further work and reserve the right to pursue the outstanding amount and any associated costs through the appropriate channels.

If you have already paid, please send proof of payment and we'll reconcile it right away.

How to write an effective payment reminder

The key to chasing payment is rhythm and escalation: a friendly reminder before the due date, then steadily firmer follow-ups. Every email should clearly state the invoice number, amount and due date, give a specific deadline, and stay professional — getting emotional only makes people dig in.

A typical reminder cadence

3 days before due: a friendly pre-reminder to head off simple forgetfulness.
7 days overdue: a first formal follow-up, still friendly in tone.
14 days overdue: a second reminder, firmer, with a clear deadline.
30 days overdue: a final notice spelling out the consequences.

Tracking every invoice and remembering each step is tedious by hand. That's exactly what Duefy automates — you set the rules, it sends on schedule and escalates overdue invoices.

FAQ

Can I use these reminder templates as-is?

Yes. Copy one and replace the {{client}}, {{invoice}}, {{amount}} and other placeholders with your details — all free, no sign-up.

How long should I wait before sending a reminder?

A good rhythm: a friendly nudge 3 days before the due date, a first follow-up at 7 days overdue, a firmer one at 14 days, and a final notice at 30 days.

How firm should a reminder be?

Escalate gradually — start friendly and assume they simply forgot, then increase pressure as the invoice ages. Every email should state the invoice number, amount and a clear payment deadline.

How is this different from a demand letter?

Reminder emails suit routine, early follow-up; a formal written demand letter carries more weight and is usually the last step before legal action or collections.