How to Write a Late Payment Reminder Email

Chasing payments is awkward. The right tone gets you paid faster without burning the relationship.

Rules

1. Be polite in the first reminder — assume it''s an oversight
2. Reference the invoice number and due date
3. Include the original invoice
4. Make the next step clear
5. Escalate tone gradually

Template 1: Friendly nudge (1–3 days overdue)

Hi [Name], just a quick note that invoice #1042 for 1,200 USD was due on [date]. I''ve attached a copy in case it got lost.

Template 2: First overdue (7 days)

Hi [Name], following up on invoice #1042 (1,200 USD), which was due last week. Could you confirm a payment date?

Template 3: Second overdue (14 days)

Hi [Name], invoice #1042 is now 14 days overdue. Please process payment by [date] to avoid a 2% late fee.

Template 4: Final notice (30 days)

Hi [Name], this is a final notice for invoice #1042. If payment is not received within 7 days, the account will be referred for collections.

Template 5: After payment received

Hi [Name], confirming we''ve received your payment. Thanks for your business.

Automate it

Invoxa sends polite reminders automatically at 1, 7, and 14 days overdue — and stops the moment payment lands.