Payment Reminder Email Templates — Polite, Second, Overdue & Final

A good payment reminder email states what is due, when it is due and how to pay — in a few short lines, with the invoice number in the subject. Use a friendly tone before and on the due date, become more direct after one to two weeks, and keep the final notice factual. Replace the words in square brackets before sending.

Which template to use

Stage	When to send	Tone	Template
Before due date	3–7 days before	Friendly	1
Due today	On the due date	Neutral	2
First reminder	1–3 days late	Friendly or formal	3
Second reminder	7–10 days late	Direct	4
Overdue notice	About 14 days late	Firm	5
Final reminder	About 30 days late	Formal	6
Part payment	After a part payment	Friendly	7

1. Polite reminder before the due date

Use it for new customers, larger invoices or companies with an approval process.

Subject: Invoice [number] is due on [due date] Hi [first name], A quick heads-up that invoice [number] for [amount] is due on [due date]. You can pay here: [payment link] If it's already scheduled, thank you — no need to reply. Best regards, [your name] [business name]

2. Due today

Subject: Invoice [number] is due today Hi [first name], Just a reminder that invoice [number] for [amount] is due today. Payment link: [payment link] If you have any questions about the invoice, simply reply to this email. Thank you, [your name] [business name]

3. First overdue reminder

Send 1–3 days after the due date and assume it was an oversight.

Friendly version — for clients you work with closely:

Subject: Invoice [number] — friendly reminder Hi [first name], I wanted to check in on invoice [number] for [amount], which was due on [due date]. It may simply have slipped through. You can pay here: [payment link] If you've already paid, please ignore this message — and thank you. Best, [your name]

Formal version — for larger companies or a billing department:

Subject: Payment reminder: invoice [number], due [due date] Dear [name / Accounts Payable team], According to our records, invoice [number] for [amount], due on [due date], has not yet been paid. Please arrange payment using the details below, or let us know if you need anything from us to process it. Payment link: [payment link] Bank transfer: [account details], reference [number] Kind regards, [your name] [business name]

4. Second reminder

About 7–10 days late. Still polite, now asking for a date.

Subject: Second reminder: invoice [number] is overdue Hi [first name], Invoice [number] for [amount] was due on [due date] and is still open. Could you let me know when we can expect payment? If there's a problem with the invoice, I'm happy to help sort it out. Payment link: [payment link] Thanks, [your name]

5. Firm overdue notice

About 14 days late. Give a specific date and offer a way forward.

Subject: Invoice [number] is now [number of days] days overdue Hi [first name], Invoice [number] for [amount] is now [number of days] days overdue. Please arrange payment by [new date]. Pay online: [payment link] Bank transfer: [account details], reference [number] If you need to spread the payment or something is holding it up, reply and we'll find a solution. Regards, [your name] [business name]

6. Final payment reminder

Around 30 days late, before any formal step. Mention only consequences you are entitled to apply under your contract.

Subject: Final reminder: invoice [number] Dear [first name], Despite our earlier reminders, invoice [number] for [amount], due on [due date], remains unpaid. Please pay the full amount by [final date]. If we haven't received payment or heard from you by then, we will [pause further work / apply the late fee in our agreement / take the next step you have decided on]. Pay here: [payment link] If you believe this is a mistake, please contact me straight away. Sincerely, [your name] [business name]

7. Partial payment received

Subject: Thank you — remaining balance on invoice [number] Hi [first name], Thank you for your payment of [amount paid] towards invoice [number]. The remaining balance is [remaining amount], due on [due date]. You can pay the rest here: [payment link] Best regards, [your name]

Personalising the templates

Use the name of the person who pays, not just the project contact — and write to the billing address if there is one.
Mention the work ("for the website redesign") so the invoice is recognised immediately.
Match your usual tone. If you normally write casually, the friendly versions will feel natural; for formal clients use the formal ones from the start.
Keep the payment details identical in every reminder so nobody has to search for them.
Shorten rather than lengthen. Reminders are scanned, not read; aim for a few short lines.

Subject lines that work

Put the invoice number and the due date or status in the subject line, keep it short so it isn't cut off on mobile, and avoid ALL CAPS or "URGENT" before the invoice is actually overdue.

Send these automatically

In RemindCash you approve a template once; it's filled in for each customer with their name, amount and due date and sent on your schedule, and reminders stop when the invoice is paid. See invoice reminders, or the timing advice in when to send payment reminders.

Payment reminder email templates for every stage