How to write a late invoice email

The five things every late invoice email needs

• A clear subject line with the invoice number, so it can be found in an accounts inbox.
• The amount and the original due date. Don't make the client look it up.
• How late it is, stated as a fact, not an accusation.
• One clear ask: pay now, or reply with a payment date.
• The invoice or a payment link attached again, so there is nothing to search for.

Leave out apologies ("sorry to bother you"), long explanations about your own cash flow, and anything that sounds like a threat on the first email. Short emails get answered faster.

Example 1: a few days late

Hi [Client name],

A quick note that invoice [number] for [amount] was due on [due date]. I've attached it again in case it got lost.

Could you let me know when it's scheduled for payment?

Thanks,
[Your name]

Example 2: two or three weeks late

Hi [Client name],

Invoice [number] for [amount] is now [X] days past its due date of [due date], and I haven't received payment yet.

Please arrange payment this week, or reply with the date it will be sent. Here's the payment link: [link].

Best,
[Your name]

Example 3: when you're sending it to accounts

If your contact has gone quiet, it's fine to copy the person who actually pays invoices. Keep it neutral so nobody feels thrown under the bus.

Hi [Accounts contact],

I'm copying you in on invoice [number] for [amount], which was due on [due date] for work completed for [client contact / team].

Could you confirm it's in the payment run and let me know the expected date? I've attached the invoice and my payment details.

Many thanks,
[Your name]

When to send it

Send the first late invoice email one to three days after the due date, in the morning, early in the week. If there's no reply after seven days, send the firmer version. After 30 days, move to a final notice.

Not sure how firm to be? See invoice reminder wording from gentle to firm, or grab the full overdue invoice email template set.