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Payment reminder email generator

A payment reminder is a short, polite message asking a client to pay an invoice that is due soon or overdue. Fill in the invoice details, pick how late it is, and copy a ready-to-send email or text. Free, no sign-up.

Last updated · By Yasir Arfat

Subject: Invoice INV-1042 is overdue

Hi Jordan,

I'm following up on invoice INV-1042 for $850.00, which was due on November 14, 2026. It still shows as unpaid on my side, so I wanted to check it reached you.

You can pay by bank transfer or card using the link on the invoice.

If you've already paid, could you send the payment date so I can match it up? If there's a problem with the invoice, let me know and I'll sort it out.

Thanks,
Sam Carter
Carter Plumbing
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Haven't sent the invoice yet? Make a free invoice first.

When to send each reminder

  1. Before it's due (3 to 5 days before the due date)
  2. Due today (On the due date)
  3. Just overdue (1 to 7 days late)
  4. Firm reminder (2 to 3 weeks late)
  5. Final notice (30 days or more late)

Most clients pay after the first or second message. Late payment is usually a forgotten email or a busy accounts team, so start friendly and get firmer only if you need to.

Payment reminder email templates

Here are three of the reminders the generator writes, filled in with an example plumbing invoice.

Before it's due

Subject: Friendly reminder: invoice INV-1042 is due on November 14, 2026

Hi Jordan,

I hope all is well. This is a friendly reminder that invoice INV-1042 for $850.00 is due on November 14, 2026.

You can pay by bank transfer or card using the link on the invoice.

If you've already sent payment, thank you, and please ignore this email. If you have any questions about the invoice, just reply here.

Thanks,
Sam Carter
Carter Plumbing

Just overdue

Subject: Invoice INV-1042 is overdue

Hi Jordan,

I'm following up on invoice INV-1042 for $850.00, which was due on November 14, 2026. It still shows as unpaid on my side, so I wanted to check it reached you.

You can pay by bank transfer or card using the link on the invoice.

If you've already paid, could you send the payment date so I can match it up? If there's a problem with the invoice, let me know and I'll sort it out.

Thanks,
Sam Carter
Carter Plumbing

Final notice

Subject: Final notice: invoice INV-1042 remains unpaid

Hi Jordan,

This is a final notice about invoice INV-1042 for $850.00, which was due on November 14, 2026. Despite earlier reminders, it remains unpaid.

Please pay the full balance within 7 days of this email. You can pay by bank transfer or card using the link on the invoice.

If I don't hear from you by then, I'll need to take the next steps to recover the amount owed. I'd much rather settle this directly, so please get in touch today if there's an issue.

Thanks,
Sam Carter
Carter Plumbing

Tips that get invoices paid faster

  • Always include the invoice number, amount, due date and how to pay. The client shouldn't have to dig for anything.
  • Attach the invoice again. For clients with several unpaid invoices, attach a billing statement that lists them all.
  • Reply in the same email thread as the original invoice so everything stays together.
  • Send reminders in the morning on a weekday, when people deal with admin.
  • For larger clients, ask who handles payments and send reminders to the accounts team too.
  • Set clear payment terms on every invoice, so the due date is never in doubt.

Work out a late fee

If your payment terms include a late fee, the calculator shows what you can add to an overdue invoice.

Late fee calculator

See what a monthly late fee adds to an overdue invoice.

Late fee
$27.00
New balance
$1,227.00
Yearly rate
18.0%

Prorated by day on a 30-day month, simple interest. Check the maximum late fee allowed where you and your client are.

Frequently asked questions

How do you politely ask for payment of an invoice?

Keep it short and assume good faith. Name the invoice number, the amount and the due date, say how to pay, and offer to help if there's a problem with the invoice. Most late payments are forgotten, not refused, so a friendly first reminder usually works.

When should I send a payment reminder?

Send a friendly heads-up 3 to 5 days before the due date, a short note on the due date, a follow-up a few days after it passes, a firmer reminder after 2 to 3 weeks, and a final notice once the invoice is 30 days or more overdue.

What should the subject line of a payment reminder say?

Put the invoice number and the situation in the subject, for example 'Invoice INV-1042 is overdue'. It makes the email easy to find and tells the client what it's about before they open it.

Can I add a late fee to a reminder?

Only if the late fee was in the payment terms agreed before the work, and only where the law allows it. Mention it in the firm or final reminder rather than the first one.

What if the client still doesn't pay after a final notice?

Call them, then send a formal letter. After that, options include a debt collection agency or small claims court. In the UK, businesses can also claim statutory interest and recovery costs on late commercial payments.

Need the invoice itself? Make a free invoice or read how to write an invoice.