Getting paid on time keeps your business running smoothly, but chasing payments can feel like walking a tightrope. You need to be firm enough to get results while staying friendly enough to keep clients happy. The right words in your payment reminder emails can make this balancing act much easier and help cash flow in faster.
Whether you need a gentle nudge for a first-time late payment or a firm final notice for a stubborn non-payer, having ready-to-use email templates saves time and stress. These samples cover every stage of the payment collection process, from day-after reminders to final notices before collections.
Overdue Payment Reminder Email Samples
These 15 email samples will help you collect payments while keeping good ties with your clients.
1. First Gentle Reminder
Subject: Quick Reminder: Invoice #10492 Payment Due
Dear Alex,
We hope this email finds you well.
This is a friendly reminder that payment for Invoice #10492 in the amount of $750.00 was due on March 15, 2025. If you have already sent the payment, please ignore this message and accept our thanks.
For your ease, we’ve attached another copy of the invoice. You can pay by credit card through our payment portal [payment link] or by bank transfer using the details on the invoice.
Should you have any questions or need help with payment options, please contact our accounts team at payments@company.com or call 555-123-4567.
Thank you for your prompt attention to this matter.
Best regards,
[Signature block with sender’s full name, title, company name, contact details including phone number and email address]
2. Second Follow-up Reminder
Subject: Important: Outstanding Payment for Invoice #10492
Hello Alex,
We sent a reminder last week about your unpaid invoice #10492 for $750.00, which was due on March 15, 2025. Our records show that we haven’t received your payment yet.
We know how busy life gets, and things can slip through the cracks. That’s why we wanted to check if you need any help sorting this out.
Payment can be made through: – Our online payment portal: [payment link] – Bank transfer using the details on the attached invoice – Phone payment by calling our accounts team at 555-123-4567
If you’ve already sent payment in the last 24 hours, please accept our thanks and ignore this message.
Let us know if you have any questions or if there’s a reason this payment has been delayed.
Thanks for your quick action on this.
Regards,
[Signature block with sender’s name, position, department, company logo, contact information and company website]
3. Firm But Friendly Reminder
Subject: ACTION NEEDED: Payment Overdue by 30 Days – Invoice #10492
Dear Alex Smith,
Our accounting team has flagged that payment for Invoice #10492 ($750.00) is now 30 days past due. The original payment date was March 15, 2025.
We value your business greatly and want to make sure everything is okay. Is there an issue with the invoice or our services that has caused this delay?
Please take action today to bring your account back to good standing:
1. Pay online at [payment link] 2. Call us at 555-123-4567 to pay by phone 3. Send a check to our address below
If there’s a specific reason for the delay or if you need to discuss payment options, please contact me directly so we can find a solution together.
We look forward to resolving this matter quickly.
Kind regards,
[Signature block including sender’s name, title, direct phone line, company address, social media handles and payment address]
4. Final Notice Before Action
Subject: URGENT: Final Notice for Invoice #10492
Dear Alex Smith,
This serves as the final notice that Invoice #10492 for $750.00 is now seriously overdue, with payment originally due on March 15, 2025 (60 days ago).
Despite several previous payment reminders, our records show this invoice remains unpaid. This puts your account at risk of being sent to collections, which we would really like to avoid.
To prevent this next step:
• Make payment in full today via [payment link] • Contact us immediately at 555-123-4567 to arrange a payment plan
Your immediate action is required by April 20, 2025 to avoid further steps in our collections process.
If you’ve already sent payment, or if you believe there’s an error, please contact our accounting department right away with proof of payment.
We hope to resolve this matter without further escalation.
Sincerely,
[Signature block with sender’s full name, accounts manager title, company name, direct phone line, email address and company address]
5. Super Friendly First Reminder
Subject: Quick Check-in About Invoice #10492
Hi Alex!
Just dropping a friendly note about Invoice #10492 for $750.00. Our records show it was due on March 15, 2025. Maybe it slipped off your radar with everything else going on?
No worries at all if so! Life gets busy for everyone. I’ve attached another copy to make things easier.
You can pay using any of these simple options: – Click here to pay online [payment link] – Reply to this email and we can take payment over the phone – Use the bank details on the invoice
If you’ve paid in the last couple of days, high five! Please ignore this email and thanks so much!
Let me know if you need anything else or have questions about the invoice.
Thanks a bunch!
Cheers,
[Signature block containing sender’s name, a small professional photo, job title, direct phone number and email address]
6. Offering Payment Plan Option
Subject: Let’s Find a Solution – Outstanding Invoice #10492
Dear Alex,
We hope your week is going well. We wanted to reach out about Invoice #10492 for $750.00 that was due on March 15, 2025, which remains unpaid in our system.
We value you as a client and want to work with you during any financial challenges you might be facing. If paying the full amount at once is difficult right now, we’d be happy to set up a payment plan that works better for your current situation.
Some options we can offer: – Split the payment into 3 monthly payments of $250 – Pay 50% now and 50% in 30 days – Another arrangement that better fits your needs
Please let us know which option works best, or suggest an alternative that would help you clear this balance.
You can reach me directly at 555-123-4567 to discuss further or reply to this email.
Looking forward to finding a good solution together.
Warm regards,
[Signature block with sender’s name, title, department, company name, direct phone number and company payment policy link]
7. Direct and Brief Reminder
Subject: Payment Due: Invoice #10492
Dear Alex Smith,
This is to notify you that payment for Invoice #10492 ($750.00) dated February 15, 2025 was due on March 15, 2025 and remains unpaid.
Please process this payment at your earliest chance.
The invoice can be paid online here: [payment link]
If you need another copy of the invoice or have questions, please contact me.
Thank you for your quick attention to this matter.
Regards,
[Signature block with sender’s name, accounts receivable title, company name, phone number and business hours]
8. Polite Reminder with Incentive
Subject: Quick Action Needed on Invoice #10492 – Discount Available
Dear Alex,
I hope this email finds you well. We noticed that Invoice #10492 for $750.00 from February 15, 2025 is still open in our system. The payment was due on March 15, 2025.
Good news! If you can make payment within the next 48 hours, we’re happy to offer a 5% discount, bringing your total to $712.50 as a thank you for your prompt action.
To take advantage of this offer: 1. Click here to pay online [payment link] 2. Enter discount code: PROMPT5 at checkout 3. Or call us at 555-123-4567 and mention this email
This offer ends on [date + 2 days], so don’t miss out!
If you’ve already sent payment, please accept our thanks and let us know so we can look into it right away.
Thank you for your business.
Best wishes,
[Signature block with sender’s name, title, company name, phone number and small company logo]
9. Second Reminder with Late Fee Notice
Subject: IMPORTANT: Late Payment Notice – Invoice #10492
Dear Alex Smith,
Our records show that Invoice #10492 for $750.00 remains unpaid. The original due date was March 15, 2025, which means this payment is now 30 days late.
As stated in our payment terms, which were outlined in our original agreement, a late fee of 1.5% per month will be added to all payments made after 30 days. This means an additional charge of $11.25 has been added to your account.
Your updated balance is now $761.25.
To avoid any further late fees, please make payment by April 20, 2025 through our online portal [payment link] or by calling our accounts team at 555-123-4567.
If there’s a reason for this delay or if you’re facing any challenges with payment, please let us know so we can work together on a solution.
Thank you for your attention to this matter.
Regards,
[Signature block with sender’s name, accounts department, company address and payment terms policy link]
10. Professional Reminder for Long-Term Client
Subject: Outstanding Payment Reminder – Invoice #10492
Dear Alex,
We value our long-standing business relationship, which is why I wanted to personally reach out about Invoice #10492 for $750.00 that was due on March 15, 2025.
As we’ve worked together for over three years now with a strong payment history, I wanted to make sure this hadn’t simply been overlooked in your busy schedule.
For your ease, here are the payment details again: – Invoice #: 10492 – Amount: $750.00 – Due Date: March 15, 2025 – Online Payment: [payment link]
If there are any concerns with our products or services that have led to this delay, I’d welcome the chance to discuss them directly. You can reach me on my direct line at 555-123-4567.
Thank you for your attention to this matter.
Warm regards,
[Signature block with sender’s name, account manager title, direct phone, email address and photo]
11. Third Reminder with Consequences
Subject: URGENT ACTION REQUIRED: Seriously Overdue Payment – Invoice #10492
Dear Alex Smith,
This is our third attempt to contact you regarding Invoice #10492 for $750.00, which was due on March 15, 2025. This payment is now 45 days overdue.
We must stress that continued non-payment will result in:
1. Your service will be put on hold starting April 25, 2025 2. A late payment fee of $37.50 (5% of the invoice amount) 3. This matter being escalated to our collections department
We wish to avoid these steps as they would affect our business relationship and potentially your credit rating.
To prevent these actions, please make payment immediately via [payment link] or call 555-123-4567 to discuss payment options.
If there’s a specific reason for non-payment that we haven’t addressed, please contact us right away so we can find a solution.
This matter requires your immediate attention.
Sincerely,
[Signature block with sender’s name, senior accounts manager title, company legal department contact information]
12. Very Brief, Straight to the Point
Subject: Invoice #10492 – PAYMENT OVERDUE
Alex Smith,
Your payment of $750.00 for Invoice #10492 is now 30 days late.
Due date: March 15, 2025
Pay now: [payment link]
Questions? Call: 555-123-4567
Thank you,
[Signature block with sender’s name, accounts department, company name and payment address]
13. Empathetic Approach for Difficult Times
Subject: Touching Base About Invoice #10492
Dear Alex,
I hope you and your team are doing well. We know many businesses are facing challenges right now, and we want you to know we’re here to support our partners through tough times.
We noticed that Invoice #10492 for $750.00 from February 15, 2025 remains unpaid past its due date of March 15, 2025. We want to check if everything is okay on your end.
If your business is going through a difficult period, please let us know. We’re open to discussing:
– Adjusted payment timelines – Breaking the amount into smaller payments – Other solutions that might help ease current pressures
Our goal is to maintain our valued relationship while finding a path forward that works for both of us. Please call me directly at 555-123-4567 or reply to this email so we can talk about options.
Thank you for your time and consideration.
With understanding,
[Signature block with sender’s name, customer success manager title, direct line, email address and “Available for a call: Monday-Friday 9am-5pm EST”]
14. Short Reminder with Proof of Delivery
Subject: Payment Due for Invoice #10492 – Delivered Services Confirmation
Dear Alex Smith,
This email serves as a reminder that payment for Invoice #10492 in the amount of $750.00 for services completed on February 1, 2025 is now past due. The invoice was due on March 15, 2025.
For your records, I’ve attached: 1. The original invoice 2. The signed service completion form from your team lead, Jamie Roberts 3. The delivery confirmation email dated February 1, 2025
As these documents confirm, all services were delivered as agreed and signed off by your team. We would greatly appreciate your prompt payment of this invoice.
You can make payment via [payment link] or by calling our office at 555-123-4567.
Thank you for addressing this matter quickly.
Best regards,
[Signature block with sender’s name, title, project reference number, company name and accounts department direct line]
15. Final Collection Notice
Subject: FINAL NOTICE BEFORE COLLECTIONS: Invoice #10492
Dear Alex Smith,
Despite multiple attempts to contact you regarding the payment of Invoice #10492 for $750.00, our records show that this invoice remains unpaid. The original due date was March 15, 2025, making this payment 90 days overdue.
Please be advised that this is the FINAL NOTICE before your account is transferred to our external collections agency on April 30, 2025. Once transferred, we will no longer be able to work directly with you on payment arrangements.
To avoid collections action:
• Make immediate payment in full via our online portal: [payment link] • Contact our accounts department TODAY at 555-123-4567 to make emergency payment arrangements
Please note that once sent to collections: – Additional fees will be added to your balance – Your credit rating may be affected – Our business relationship will be reconsidered
We strongly urge you to take action within the next 48 hours to avoid these serious consequences.
Regards,
[Signature block with sender’s name, chief financial officer title, company legal department contact information and company logo]
Conclusion: Payment Reminders That Work
The right payment reminder email can make all the difference between getting paid quickly and waiting months for your money. The key is to match the tone and content of your message to how late the payment is and your relationship with the client.
Start with friendly, gentle reminders that assume the client simply forgot. Then slowly add more urgency and details about consequences as time passes. Always leave the door open for clients to explain delays or work out payment plans.
These email templates give you starting points that you can change to fit your business voice and client base. With clear, direct, and professional payment reminders, you can keep your cash flow strong while still keeping good client relationships.