Payment Reminder Email Templates (Overdue Invoices)

Most late payments aren't bad intent: the invoice got lost, or it's waiting for approval. A short, polite reminder sent at the right moment solves most of them. Below are five templates you can copy, from a friendly heads-up to a final notice. Replace the parts in [brackets].

1. Before the due date (3 days before)

Subject: Invoice [INV-2026-014] due on [date]

Hi [Name],

A quick reminder that invoice [INV-2026-014] for [EUR 1,250.00] is due on [date]. I've attached it again for convenience.

Payment details: [IBAN / account details].

Thanks!
[Your name]

2. On the due date

Subject: Invoice [INV-2026-014] is due today

Hi [Name],

Invoice [INV-2026-014] for [amount] is due today. If it's already on its way, thank you and please ignore this email.

[Your name]

3. One week overdue

Subject: Overdue: invoice [INV-2026-014] ([amount])

Hi [Name],

I haven't received payment for invoice [INV-2026-014] yet, which was due on [date]. Could you let me know when I can expect it? If anything is unclear or the invoice needs to go to someone else, just tell me.

Invoice attached again.

Best regards,
[Your name]

4. 30 days overdue

Subject: Second reminder: invoice [INV-2026-014] is 30 days overdue

Hi [Name],

Invoice [INV-2026-014] for [amount] is now 30 days overdue. Please arrange payment within 7 days, by [date].

As stated in my terms, late payments may incur statutory interest and recovery costs. I'd rather avoid that, so please let me know if there's a problem I can help with.

Kind regards,
[Your name]

5. Final notice

Subject: Final notice: invoice [INV-2026-014]

Dear [Name],

Despite earlier reminders on [dates], invoice [INV-2026-014] for [amount] remains unpaid. If payment is not received by [date], I will add statutory interest and recovery costs and pass the claim to a collection agency.

If you've already paid, please send me the payment confirmation.

Sincerely,
[Your name]

Tips that get you paid faster

Always attach the invoice again and repeat the amount, number and due date in the subject line.
Ask a direct question ("When can I expect payment?") so the client has to reply.
Keep it factual and friendly until the final notice.
Only mention interest or fees you are actually entitled to; see how to charge late fees.

FAQ

When should I send the first payment reminder?

A friendly reminder a few days before the due date works well, followed by one on the due date and another about a week after it.

Should I phone instead of emailing?

For larger amounts, a quick call after the second email reminder often works faster. Follow up in writing so you have a record.

Can I charge interest on a late invoice?

Often yes for business clients. In the EU and UK, statutory interest and fixed recovery costs apply to late B2B payments. Check the rules for your country and your contract.

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