How to Write Invoice Payment Reminders (Templates and Tips)

A good invoice payment reminder is short and factual: it names the invoice number, the amount due, the due date and how to pay, and it asks the client to say if anything is holding up payment. Send the first reminder shortly before the due date, then follow up after it at set intervals, getting more direct each time but staying polite. Keep a record of every reminder you send.

1. What to put in every reminder

• The invoice number, and the client's purchase order number if they gave you one. See what is an invoice number.
• The amount due, with the currency. If the client has paid part of it, show what's still owed.
• The due date, and the number of days overdue if it has passed.
• How to pay: a payment link, or your bank details.
• The invoice itself, attached or linked, so the client doesn't have to search for it.
• Who to contact with questions about the invoice.

2. Plan when to send them

Decide your reminder schedule before you need it, and use it for every client so no invoice is forgotten. A schedule might include:

• A few days before the due date: a friendly heads-up.
• On the due date: a short note if payment hasn't arrived.
• About a week after the due date: a more direct reminder that asks when the client will pay.
• Two weeks or more after the due date: a firmer message, and a phone call.

Adjust it to suit your payment terms and how well you know the client. See invoice payment terms and how to follow up on unpaid invoices.

3. Change the tone as time passes

• Before and on the due date, assume the client intends to pay. Restate the facts and offer to fix anything wrong with the invoice.
• After the due date, be direct. Say the invoice is overdue, give the number of days, and ask for a payment date.
• Later, stay professional. Say what you'll do next, such as pausing work, but only if your contract allows it and you mean to follow through.

If your terms include a late fee, refer to the clause the client accepted, and check local rules. See how to add late fees to invoices.

4. Keep it private and on record

Send reminders only to the people responsible for paying the invoice, and don't copy in anyone else to put pressure on them. Note each reminder you send, any reply, and any payment date the client gives you. See how to track invoices effectively.

If the client disputes the invoice, stop the standard reminders, reply to the dispute, and agree on a date to resolve it.

Sample: a reminder schedule with sample messages

This is a sample with invented figures, names and dates. Invoice INV-1042 is for $4,800.00, due March 12. The schedule sends reminders 3 days before the due date, on the due date, and 7 and 14 days after it.

• 3 days before: March 12 − 3 days = March 9
• On the due date: March 12
• 7 days after: March 12 + 7 days = March 19
• 14 days after: March 12 + 14 days = March 26

The client pays $1,800.00 on March 20, so the March 26 reminder asks for $4,800.00 − $1,800.00 = $3,000.00.

Sample message, March 9 (subject: Invoice INV-1042 due March 12):

Hi Alex, a quick note that invoice INV-1042 for $4,800.00 is due on March 12. The invoice and payment link are below. If anything on the invoice needs changing, let me know and I'll send a corrected copy today.

Sample message, March 19 (subject: Invoice INV-1042 is 7 days overdue):

Hi Alex, invoice INV-1042 for $4,800.00 was due on March 12 and is now 7 days overdue. Could you let me know when it will be paid, or whether anything is holding it up? The invoice and payment link are below.

Sample message, March 26 (subject: Balance of $3,000.00 on invoice INV-1042):

Hi Alex, thank you for the payment of $1,800.00 on March 20. A balance of $3,000.00 on invoice INV-1042 is now 14 days overdue. Please let me know the date you'll pay the balance. I'll call you later this week to make sure it's in hand.

Where Billed fits

Billed's home page says you can "send automated payment reminders." Its invoice software page says: "Invoice reports show which invoices are paid, partially paid or past due, and you can see who owes you money and send them a payment reminder. Payment reminders can be customized." Its features page lists "Partially Paid Invoices" and says: "See partially paid invoices and send payment reminders to your customers." Under "Email Templates", the same page says: "Customize all the emails that are sent to your customer to match your business voice."

Related Articles

• How to Follow Up on Unpaid Invoices
• How to Set a Late Payment Policy
• How to Add Late Fees to Invoices
• How to Track Invoices Effectively
• How to Handle Partial Payments

Frequently Asked Questions

What should a payment reminder include?

The invoice number, the amount due with the currency, the due date, the number of days overdue if it has passed, how to pay, the invoice itself, and who to contact with questions.

When should I send payment reminders?

Set a schedule and use it for every client. The sample on this page sends reminders 3 days before the due date, on the due date, and 7 and 14 days after it.

Should payment reminders be friendly or firm?

Start friendly and assume the client intends to pay, then become more direct after the due date. Stay professional throughout, and only mention next steps you're allowed to take and mean to follow through on.

What should a reminder say after a partial payment?

Thank the client for the payment, then give the balance still owed and the number of days it's overdue. In the sample on this page, a $1,800.00 payment on a $4,800.00 invoice leaves a $3,000.00 balance.