Payment Reminder Templates

1. Before it is due (gentle heads-up)

Subject: Invoice [Number] is due on [Date]

Hi [First name],

A quick note that invoice [Number] for [Amount] is due on [Date]. If you have already sent it, thank you and please ignore this.

Best,
[Your name], [Business]

2. First reminder (1 to 3 days overdue, still friendly)

Subject: Invoice [Number] is now overdue

Hi [First name],

Invoice [Number] for [Amount] was due on [Date] and is now showing as unpaid. It may just have slipped through, so here it is again: [Link or attached]. Could you let me know when we can expect payment?

Thanks,
[Business]

3. Second reminder (firmer)

Subject: Second reminder: invoice [Number] outstanding

Hi [First name],

This is a second reminder that invoice [Number] for [Amount] is now [X days] overdue. Please arrange payment by [New date]. If there is a problem with the invoice, reply and we will sort it out.

[Business]

4. Final notice

Subject: Final notice: invoice [Number]

Hi [First name],

Invoice [Number] for [Amount] remains unpaid despite previous reminders. Please settle it in full by [Date] to avoid [late fee / referral / paused service]. If payment has already been made, let me know so I can update our records.

[Business]

5. The phone call (when email has stopped working)

Hello, this is [Your name] from [Business] about invoice [Number] for [Amount], which is now [X days] overdue. Could you let me know when it will be paid? If there is an issue, I am happy to talk it through. You can reach me on [Phone]. Thank you.

Stop chasing payments by hand

By the fourth email, silence is the answer. DoNotify places the reminder as a real phone call, the one channel a late payer cannot leave sitting unread. Write the wording once and it goes out on a schedule to any handset, with voicemail retried and every call logged. There are 14 free reminder calls to try it, no card required.

Start free or see DoNotify for business.