Overdue invoice email template

Which one to send

• Under 14 days late: gentle. Assume it slipped through.
• 14 to 30 days late: firm. Ask for a payment date.
• Over 30 days late: final. Set a deadline and say what happens next.

1. Gentle: a few days late

Hi [Client name],

I hope you're well. Invoice [number] for [amount] was due on [due date]. I'm sending a short note in case it got buried.

If you've already paid, thank you, and please ignore this. If not, could you let me know when I should expect it?

Thanks,
[Your name]

2. Firm: two to four weeks late

Hi [Client name],

I'm following up on invoice [number] for [amount]. It is now [X] 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]

3. Final: more than a month late

Hi [Client name],

This is a final reminder about invoice [number] for [amount]. It is [X] days past due, and I still don't have a record of payment.

Please pay within 7 days, or reply today with a firm date. I'll pause further work on the account until this is settled.

Regards,
[Your name]

Tips that help it get paid

• Put the invoice number and amount in the subject line so it's easy to find.
• Reply on the original invoice thread when you can. The context is right there.
• Attach the invoice again, or link to it. Don't make them search.
• Ask one clear question: when should I expect payment?
• Keep it short. A long email reads like a complaint.