Check the record before you write
Confirm that the invoice reached the correct person, the due date is accurate and the payment has not already arrived. Use your actual invoice number, amount, currency and payment instructions. Replace the bracketed fields below before sending. These are communication examples, not a collection or late-fee policy.
Before the due date
Keep the reminder short and make the document easy to find. If attaching a PDF, check that it is the correct version and recipient.
Subject: 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 you need anything else to arrange payment. Thank you, [your name]
After the due date
Ask for a concrete update without assuming bad intent. A missing purchase order or incorrect billing address can delay processing.
Subject: Payment update for invoice [number] Hi [name], I am following up on invoice [number] for [amount and currency], which was due on [date]. Could you confirm the expected payment date, or let me know if anything is holding it up? If payment has already been sent, please share the reference so I can match it. Thank you, [your name]
When you need a response
Reference your earlier message and ask who can help. Avoid inventing penalties or threatening action that is not part of an agreed, applicable process.
Subject: Follow-up needed — invoice [number] Hi [name], Following my message on [date], I still need an update on invoice [number]. Please confirm the payment status by [reasonable response date], or put me in touch with the person handling it. I can resend the invoice if needed. Regards, [your name]
Keep a simple follow-up record
Record when you sent the invoice and each reminder, the contact used, and any promised payment date. The app’s Sent label is a manual note; it does not prove delivery. Update payments only after checking your actual records.