Payment reminder email templates
Copy one, swap the [brackets] for your details, and send.
Subject: Heads-up: invoice [invoice #] due [due date]
Hi [Name], Just a friendly heads-up that invoice [invoice #] for [amount] is due on [due date]. I've attached it again so it's handy. You can pay here: [payment link] Thanks so much! [Your name]
Subject: Invoice [invoice #] due today
Hi [Name], A polite reminder that invoice [invoice #] for [amount] is due today. If it's already been sent, thank you. If not, here are the payment details: [payment link] Let me know if you need anything from me to process it. Best, [Your name]
Subject: Checking in on invoice [invoice #]
Hi [Name], Hope all is well. I'm checking in on invoice [invoice #] for [amount], which was due on [due date]. Could you let me know when I can expect payment? [payment link] Thank you, [Your name]
Hi [Name]! Quick reminder that invoice [invoice #] for [amount] is due [due date]. Here's the link if it helps: [payment link]. Thank you!
Subject: [Month] invoice for [project]
Hi [Name], Your [month] invoice for [project] is attached: [amount], due [due date]. Same payment details as usual: [payment link] Thanks for another good month! [Your name]
Rewrite your own in one tap
Have a draft that sounds a bit too blunt? Paste it below. We've added a sample so you can try it right away.
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How to customize it
- Swap every [bracket] for your details and keep the invoice number in the subject line so it's easy to search.
- Use the client's first name and your usual sign-off. A reminder should sound like you.
- For a long-term client, add one line about the work, like how the launch went. It keeps the note warm.
- Pick the version that fits the timing: before the due date, on the day, or just after.
- Keep it under 80 words. Short reminders get read and paid faster.
Common mistakes
- Apologizing for asking to be paid. You can be friendly without saying sorry.
- Leaving out the amount or due date, which makes the client go hunting for the invoice.
- Adding a jab like "on time this time". It turns a nudge into a complaint.
- Sending a reminder to the wrong person. Ask who handles payments if you're not sure.
- Writing a new message from scratch each month. Save a template and reuse it.
What to send next
If the due date passes with no payment and no reply, follow up with an overdue invoice email that asks for a specific payment date. If the client pays, a quick thank-you keeps the relationship in good shape.
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These templates are general communication examples, not legal or financial advice.