Invoice follow-up email

A simple follow-up schedule

1. Day 1–7 late: gentle check-in.
2. Day 14 late: firm follow-up asking for a payment date.
3. Day 31 late: final notice with a 7-day deadline.

Put each date in your calendar when you send the invoice. That way the follow-up isn't something you have to remember or feel awkward about. It's just the next step.

Step 1: gentle check-in

Hi [Client name],

Quick note on invoice [number] for [amount], which was due on [due date]. These are easy to miss in a busy week.

If payment is already on the way, thank you. If not, a reply with the date you plan to send it would help.

Thanks,
[Your name]

Step 2: firm follow-up

Hi [Client name],

I'm following up on invoice [number] for [amount]. It is now 14 days past due.

Please send payment this week, or reply with the date it will be sent. If something on the invoice needs a correction, tell me and I'll fix it.

Best,
[Your name]

Step 3: final notice

Hi [Client name],

I'm writing one last time about invoice [number] for [amount], now 31 days past due.

Please pay within 7 days or reply today with the exact date payment will be sent. If I don't hear back, I'll pause additional work until the balance is cleared.

Regards,
[Your name]

If they reply with a date

Thank them, confirm the date in writing, and set yourself a reminder for the day after. If the date passes, pick up at the next step in the schedule.