You’ve sent the invoice. Days pass. No payment. No reply. Now what? Knowing how to write a payment reminder email that gets results is one of the most valuable skills for freelancers, small business owners, and anyone managing invoices. The goal is simple: get paid — while staying polite, professional, and calm.

This article will walk you through how to write effective payment reminder emails, from first gentle nudge to final follow-up, with real examples that work.

How to Send a Reminder E-mail (With Examples and Tips)

Why Write a Payment Reminder Email

According to a 2023 study by Xero, more than 60% of invoices are paid late, and nearly 20% require at least one follow-up.

The most common reasons clients don’t pay on time:

• They forgot

• The invoice got lost

• It’s waiting for internal approval

• They’re stalling (less common, but real)

Sending a professional payment reminder email helps speed up the process while protecting your client relationship.

Politely Apologize When You Can’t Make it to the Meeting

When to Send and Write a Payment Reminder Email

Timing is key. Here’s a simple follow-up timeline:

If you’re using payment terms (like “Net 7” or “Net 30”), your reminders should align with that due date — not the invoice date.

What to Include in a Payment Reminder Email

Each reminder email should include:

• The invoice number

• The original due date

• The amount due

• A polite request for payment

• A copy of or link to the invoice

You don’t need to explain too much — keep it short, clear, and professional.

20 Best Practices for Professional Email Etiquette

Payment Reminder Email Templates

Here are three email examples you can customize and use:

First Reminder Email (1–2 Days After Due Date)

Subject: Friendly Reminder: Invoice #1234 Due

Hi [Client Name],

I hope you’re doing well. I just wanted to gently remind you that invoice #1234 (for $750), originally due on [Due Date], appears to still be unpaid.

I’ve attached the invoice again here for convenience. Please let me know if there are any issues or questions!

Thanks so much,
[Your Name]

✅ Light, respectful tone
✅ Gives client benefit of the doubt

Second Reminder Email (5–7 Days After Due Date)

Subject: Follow-Up: Invoice #1234 Still Outstanding

Hi [Client Name],

Just following up on my previous message about invoice #1234. According to my records, payment is still pending as of today.

Please confirm when the payment is scheduled. If there’s anything delaying it, I’m happy to discuss.

Thanks in advance,
[Your Name]

✅ Polite but firm
✅ Requests a clear update

Final Reminder Email (2–3 Weeks After Due Date)

Subject: Final Reminder: Overdue Invoice #1234

Hi [Client Name],

This is a final reminder that invoice #1234, originally due on [Date], remains unpaid. Please arrange payment by [New Date] to avoid any disruption to our work or additional fees.

If you’ve already sent the payment, thank you — and please disregard this note.

Best regards,
[Your Name]

✅ Calm and professional
✅ Sets a clear deadline
✅ Signals possible next steps

Tips to Make Your Payment Reminder Email More Effective

• Use a clear subject line
  E.g., “Friendly Reminder: Invoice #1002” is better than “Following Up Again…”

• Attach the invoice every time
  Make it easy for the client to pay without having to search.

• Stay professional even if you’re frustrated
  Emotion weakens your position — facts keep it strong.

• Use invoice software with auto-reminders
  Tools like FreshBooks, QuickBooks, or Wave can automate your reminders — and track opens. 

Write a Payment Reminder Email But Still Not Paid

If your final reminder is ignored, it’s time to escalate — but still professionally.

• Pause future work (if applicable)

• Add a late fee (if agreed upon in your contract)

• Mention collections or legal options only if you’re ready to follow through

A firm but calm tone is key at this stage. The more professional you stay, the more seriously you’ll be taken.

Final Thoughts: Write a Payment Reminder Email

You don’t need to feel bad about sending a payment reminder. You’re not being rude — you’re being responsible. The key is staying polite, firm, and consistent. Clients respect clarity.

When done well, a payment reminder email gets results — without damaging the relationship.

Key Takeaways: Writing Payment Reminder Emails That Get Results

✅ Send reminders on a clear, consistent schedule
✅ Always include invoice details and attach the file
✅ Use calm, respectful language
✅ Set expectations clearly in final follow-ups
✅ You can get paid and stay professional at the same time