What should a payment reminder include?
Identify the invoice, the outstanding amount and currency, the agreed due date, and the next step you want the customer to take. Attach the correct invoice or use an agreed secure delivery method. Check for payments already received before sending. The templates below are examples you can adapt, not an automatic collection schedule.
Before the due date: a brief courtesy reminder
A reminder can help when a customer needs time for purchase-order approval or a scheduled payment run. Use the relationship and agreed terms to decide whether one is useful. Do not describe an invoice as overdue before its deadline.
Subject: Upcoming payment — invoice [number], due [date] Hi [name], A quick reminder that invoice [number] for [amount and currency] is due on [date]. I have attached a copy for convenience. Please let me know if your accounts team needs a purchase order or any other details to process it. Thank you, [your name]
After the due date: ask for a payment update
Keep the first overdue reminder factual. An incorrect billing address, missing reference or internal approval can delay processing. Ask for an expected payment date rather than assuming the customer is refusing to pay.
Subject: Payment update requested — invoice [number] Hi [name], I am following up on invoice [number], due on [date]. My records show an outstanding balance of [amount and currency]. A copy is attached. Could you confirm when payment is expected, or let me know if anything is preventing processing? If payment has already been sent, please share its date and reference so I can reconcile it. Thank you, [your name]
When part of the invoice has been paid
Acknowledge the money received and ask only for the outstanding amount. Check that the attached invoice shows the same figures as your email. If the customer has agreed to installments, refer to the installment deadline rather than treating the entire balance as overdue.
Subject: Remaining balance — invoice [number] Hi [name], Thank you for your payment of USD 300 received on [date]. This leaves USD 700 outstanding on invoice [number], originally totaling USD 1,000. The remaining payment was due on [date]. Could you confirm the expected payment date? I have attached the updated balance for reference. Best, [your name]
When the client disputes an item
Switch from reminders to resolving the specific disagreement. Ask which line is disputed, compare it with the accepted scope and keep a written record. Do not silently overwrite an issued invoice or add new fees while the dispute remains unresolved.
Subject: Clarification needed — invoice [number] Hi [name], Thank you for raising your concern. Could you identify the line item or amount you believe needs correction and explain the difference from our agreed scope? I will review it against [quote or project reference] and reply with the supporting details or the appropriate correction. Best, [your name]
A firmer follow-up after no response
State the outstanding facts and request a response by a reasonable, specific date. Do not threaten steps you are not prepared or entitled to take. A response deadline in an email does not create a new legal right to fees, interest or suspension.
Subject: Response requested by [date] — invoice [number] Hi [name], I have not yet received a response to my messages dated [dates] about invoice [number]. The outstanding balance is [amount and currency], due on [original due date]. Please confirm payment status or explain any unresolved issue by [response date], so we can agree the next step. Regards, [your name]
Choose a schedule and keep a record
Avoid contacting the client through several channels repeatedly on the same day. Record when you sent each reminder, the recipient and any promised payment date. Our site can prepare documents and calculate overdue days; it does not send emails or schedule reminders. Send messages through your own email service.
Late fees and legal requirements depend on location
Do not copy a penalty from a generic template. Check the contract and applicable rules first. GOV.UK explains payment obligations for the UK; its guidance should not be applied automatically to customers or businesses elsewhere.