Payment Reminder Email Templates
Four follow-up emails that go from a friendly nudge to a firm final notice — with subject lines and the right moment to send each one. Click copy, paste, send.
- Subject lines included
- Placeholders you can fill in
- Free, no sign-up
Subject: Quick reminder —invoice [INVOICE_NO] Hi [CLIENT_NAME], Just a friendly reminder that invoice [INVOICE_NO] for [AMOUNT] is due on [DUE_DATE]. For convenience I've attached it again —you can pay via [PAYMENT_METHOD]. Let me know if anything needs adjusting. Thanks, [YOUR_NAME]
Subject: Follow-up —invoice [INVOICE_NO] Dear [CLIENT_NAME], This is a quick follow-up on invoice [INVOICE_NO] for [AMOUNT], due on [DUE_DATE]. I know things get busy, so this may simply have slipped through the cracks. You can settle it here: [PAYMENT_LINK] If there's an issue, let me know and we'll sort it. Best, [YOUR_NAME]
Subject: Overdue —invoice [INVOICE_NO] action required Dear [CLIENT_NAME], Invoice [INVOICE_NO] for [AMOUNT] is now 14 days past its due date of [DUE_DATE]. Please process payment within the next 3 working days: [PAYMENT_LINK] If you're unable to pay in full, reply and we can arrange a plan. Regards, [YOUR_NAME]
Subject: Final notice —outstanding balance [INVOICE_NO] Dear [CLIENT_NAME], Despite previous reminders, invoice [INVOICE_NO] for [AMOUNT] remains unpaid, now 30 days overdue. Please settle within 7 days via [PAYMENT_LINK], or reply to discuss. After this we may need to pause work or charge late fees as outlined in our agreement. Regards, [YOUR_NAME]
Less chasing starts with clear terms
The best reminder is a due date that was set clearly up front. Build yours in under a minute.
How to use these templates well
Replace every square-bracket placeholder before you send. A reminder that still says [CLIENT_NAME] undoes the goodwill you were trying to protect.
- Always attach the invoice — every time, at every stage. It removes the easiest excuse in the book.
- Keep it factual, not emotional. State the invoice number, the amount, the due date and what you want to happen next.
- Reply to your own previous email so the whole thread stays in one place and the history is obvious.
- Escalate on a fixed schedule rather than when you get annoyed. Predictability is what gets invoices paid.
Late payments on commercial contracts can attract statutory interest in the UK, so it is worth checking what your contract or terms allow before you reach the final notice stage.
Frequently asked questions
How soon should I send a payment reminder?
Send a friendly reminder shortly before the due date, then follow up at 7, 14 and 30 days overdue. A nudge before the deadline often gets paid on time without any awkwardness.
Can I charge late payment interest in the UK?
Statutory interest of 8% above the Bank of England base rate can apply to late commercial payments, plus a fixed debt recovery charge. Check your contract and the current rules before charging it, and mention it in your terms up front.
Should I keep chasing in writing?
Yes. Keep the tone polite and factual and always attach the invoice. A clean written trail matters if you ever need to escalate.
Is it worth pausing work over an unpaid invoice?
Often yes, and most contracts allow it. Say it plainly in the final notice so the consequence is understood before it happens.
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General guidance only — this is not legal, tax or accounting advice. Last reviewed 22 September 2026.