How to Write a Payment Reminder Email to a Client (With Templates)

Following up on an unpaid invoice can feel awkward. You don’t want to come across as pushy, and you don’t want to damage the client relationship you’ve worked hard to build. 

But getting paid for work isn’t something to feel uncomfortable about. It’s a normal, necessary part of running a small business. 

Whether you're a designer waiting on a project fee or a contractor following up after a job, the payment reminder email approach is the same. Be clear, polite, and professional in your message, and most clients will pay quickly, without friction.

In this guide, you’ll learn: 

Plus, you’ll get payment reminder templates that you can copy and personalize to start getting paid right away.

🌟 KEY TAKEAWAYS

Timing matters. Send payment reminders before, on, and after the due date to maintain steady cash flow.

Use a clear framework. Every payment reminder email should include a subject line, invoice details, payment instructions, and a next step.

Match your tone to the situation. Start friendly, stay neutral on the due date, and get more direct as invoices become overdue.

Templates save time. Ready-made payment reminder templates keep your messaging consistent and professional—without having to start from scratch every time.

Automation reduces admin work. Automated payment reminders let you follow up consistently without lifting a finger.

When should you send payment reminder emails?

Timing is one of the biggest factors in whether your reminder leads to payment. Send one too early, and it might feel unnecessary. Wait too long, and the invoice slips further down your client’s priority list. 

The key is to build a simple schedule that covers three stages: before the due date, on the due date, and after the payment becomes overdue.

Before the invoice due date

Send a reminder three to seven days before the due date. A quick heads-up keeps things friendly and proactive. Think of it as a reminder for payment that says, “Hey, this is coming up”.  Not a demand, but a courtesy that most clients will appreciate.

On the invoice due date

If the due date arrives and you haven’t received payment, a short, factual payment reminder email is your best move. 

Keep it neutral. The goal is simply to flag that the invoice is now due, confirm the amount, and make it easy for your client to pay. No pressure—just a clear, professional message.

After the payment becomes overdue

Once an invoice is past due, your tone can shift slightly. You’re still polite, but you’re also more direct. For payments that are a few days late, a brief follow-up is usually enough. At 14 or 30 days overdue, you might refer to your invoice payment terms or mention any late fees if they apply. The further out you go, the firmer (but still professional) your messaging can get.

Payment reminder email timeline

How to write a payment reminder email (step-by-step)

You don’t need to reinvent the wheel every time you write a payment reminder. A simple, repeatable structure keeps your messages professional and easy for clients to act on. Here are five steps to follow.

Step 1: Set the right tone in your subject line

Your subject line is the first thing your client sees, and it determines whether they open the email. Keep it clear and specific. Include the invoice number or project name so they know exactly what it’s about. 

Avoid anything vague like “Quick question,” or aggressive like “PAYMENT OVERDUE.”

A few examples that work well: “Friendly reminder: Invoice #1024 due on April 15,” “Payment reminder for [Project Name],” or “Following up on Invoice #1024.”

Step 2: Briefly acknowledge the work or agreement

Open with a quick, warm reference to the project or work you completed. This sets a collaborative tone and reminds the client of the value they received. 

One or two sentences are enough. For example, “Thanks again for the opportunity to work on [project].”

Step 3: Reference the invoice details

Include the essential details so your client doesn’t have to dig through their inbox. Mention the invoice number, the total amount due, and the due date (or the number of days overdue). 

The easier you make it for them to cross-reference, the faster they can process payment.

Step 4: Provide payment instructions

Don’t assume your client remembers how to pay. Include a direct link to your payment portal, your bank details, or whatever method you accept. 

If you use a platform like FreshBooks, your invoices already include a “Pay Now” button—but it still helps to mention it in your email.

Step 5: Close with a clear next step

End your email with a specific, friendly question. “Could you confirm receipt of this email?” or “Please let me know if you have any questions about the invoice” gives the client a clear action to take. It also opens the door for them to flag any issues, like a billing dispute or internal approval delay, before they escalate.

Payment reminder email templates

Here are four ready-to-use templates you can copy, personalize, and send. 

Each one matches a different stage of the invoice cycle, so your tone stays appropriate no matter how long the payment has been outstanding.

Friendly payment reminder before the due date

Friendly payment reminders like this one work best a few days before the invoice is due. The tone is proactive and helpful.

Subject: Friendly reminder: Invoice #[number] due on [date]

Hi [Client Name],

I wanted to send a quick reminder that Invoice #[number] for [amount] is due on [date].

I’ve attached the invoice for your reference. You can also pay directly using this link: [payment link].

No action needed if payment is already on its way. Feel free to reach out if you have any questions.

Thanks so much,

[Your Name]

Payment reminder on the due date

Send this on the day payment is due. The tone is neutral and factual.

Subject: Payment due today: Invoice #[number]

Hi [Client Name],

Just a quick note to let you know that Invoice #[number] for [amount] is due today, [date].

You can view and pay the invoice here: [payment link].

If you’ve already sent payment, thank you—please disregard this message. Otherwise, I’d appreciate it if you could process it at your earliest convenience.

Thanks,

[Your Name]

Overdue payment reminder

Send this when the invoice is one to fourteen days past due. The tone is polite but direct.

Subject: Following up: Invoice #[number] is now overdue

Hi [Client Name],

I’m writing to follow up on Invoice #[number] for [amount], which was due on [due date]. As of today, the payment is [number] days overdue.

I understand things can get busy, so I wanted to check in.

You can view and pay the invoice here: [payment link]. If there’s an issue with the invoice or you need to discuss payment arrangements, please let me know—I’m happy to work something out.

Looking forward to hearing from you,

[Your Name]

Final payment reminder

Use this for invoices that are 30 or more days overdue. The tone is firm but still professional.

Subject: Final notice: Invoice #[number] — [number] days overdue

Hi [Client Name],

I’m reaching out regarding Invoice #[number] for [amount], which was originally due on [due date]. This is now [number] days past due, and I haven’t received payment or a response to my previous reminders.

I value our working relationship and would like to resolve this as soon as possible. Please process payment by [new deadline] using this link: [payment link].

If I don’t hear back by [date], I’ll need to [next step, e.g., pause work on current projects / apply a late fee per our agreement / explore other options].

Please don’t hesitate to reach out if you’d like to discuss.

Regards,

[Your Name]

What to do if a client still doesn’t pay

If you’ve sent multiple reminders and the overdue invoice is still unpaid, it may be time to take a different approach. 

Consider applying late fees if your contract or payment terms allow for it. You might also pause any ongoing or upcoming work until the balance is settled—this protects your time and sets a clear boundary. 

A phone call can sometimes resolve things faster than email, especially if there’s been a miscommunication. And if the amount is significant and all other options have been exhausted, it may be worth consulting with a collections professional or legal advisor.

Common payment reminder email mistakes

Even well-intentioned reminders can miss the mark. Here are a few common invoicing mistakes that can slow down payments or create unnecessary tension, along with how to avoid them.

Taking things personally (and bringing emotion into the reminder)

Late payments rarely have anything to do with you. Clients get busy, lose track of invoices, or run into their own cash flow challenges. When you let frustration creep into your message, it puts the client on the defensive. 

Stick to the facts, keep it professional, and assume good intent until you have a reason not to.

Not including clear payment instructions

This one is surprisingly common. You remind the client that payment is due, but you don’t include a direct link or clear payment instructions. The more friction you add, the longer it takes. 

Always include a payment link, your bank details, or the specific method you accept—every single time.

Only sending reminders once invoices are overdue

If you wait until an invoice is past due to send your first reminder, you’ve already lost time. Pre-due-date reminders are one of the most effective ways to encourage on-time payment. They feel helpful rather than demanding, and they give your client time to process the payment before it becomes a problem.

Why should you automate payment reminders?

Writing and sending individual payment reminders takes time that could be spent on: 

Automating the process means reminders go out on a consistent schedule without you having to think about it. Every client gets the right message at the right time, and there’s no risk of forgetting to follow up or of an awkward delay between when an invoice is due and when you get around to sending a nudge. 

Your communication stays professional and consistent, even when you’re juggling a full workload.

Automation also removes the emotional weight of chasing payments. Instead of drafting a message and second-guessing the wording, the system handles it for you. You set it up once, and it runs in the background.

How FreshBooks helps you automate payment reminders

You've got the templates. You know when to send them and how to strike the right tone. But manually tracking due dates and sending individual follow-ups for every invoice gets old fast, especially as your client list grows. 

FreshBooks is built to handle the repetitive side of invoicing so you can focus on your work. Here's how it helps with payment reminders.

Schedule automatic payment reminders

Set up automatic payment reminders that go out on a schedule you choose—before the due date, and at intervals after. 

Once it's configured, every invoice follows the same follow-up cadence, so you don't have to remember or draft a single email. 

The reminders are professional, branded with your business name, and include all the details your client needs to pay. You don't need to overthink your automated payment reminder wording—FreshBooks keeps the messaging clear and polished so it reads the way you'd write it.

Send invoices with built-in payment links

Every invoice you send through FreshBooks accepts online payments and allows your client to pay online by credit card, bank transfer, Apple Pay, Google Pay, and even via Buy Now, Pay Later. That removes one of the biggest friction points in getting paid: your client doesn't have to ask how to pay, look up your bank details, or write a check. 

When your payment reminders link directly to an invoice that's easy to pay in a few clicks, the gap between "I saw the reminder" and "I paid the invoice" shrinks dramatically.

Track invoice status in real time

FreshBooks shows you the status of every invoice at a glance—whether it's been sent, viewed, paid, or is overdue. That means you're never guessing whether a client even opened your invoice before you follow up. 

For example, if you can see they viewed it three days ago but haven't paid, you know a gentle nudge is warranted. If it hasn't been opened at all, it might have landed in spam, so you need to resend.

Real-time tracking takes the guesswork out of follow-ups and helps you send the right message at the right time.

Following up on an unpaid invoice isn't awkward—it's just good business. You've done the work, you've earned the money, and now you have the tools to ask for it with confidence. Ready to take payment reminders off your plate? Try FreshBooks for free and start getting paid faster.

Frequently Asked Questions

What should a payment reminder email include?

A clear subject line, the invoice number and amount due, the due date, a direct payment link, and a short, polite closing. The easier you make it to pay, the faster you'll get paid.

When should you send a payment reminder?

Start three to seven days before the due date with a friendly heads-up, send a neutral reminder the day it's due, and follow up promptly if it goes overdue. Pre-due-date reminders are one of the most effective ways to get paid on time.

How many payment reminders should you send?

Three to four is the sweet spot: one before the due date, one on the day, one shortly after, and a final notice around 30 days overdue. After that, it's time for a phone call or more formal next steps.

Can payment reminders be automated?

Absolutely. With a platform like FreshBooks, you can schedule reminders to go out automatically before and after the due date—each branded with your business name and a direct link for clients to pay online. Set it once and let it run.

What happens if a client ignores payment reminders?

You have options: apply late fees if your contract allows it, pause ongoing work until the balance is settled, or follow up by phone. For larger unpaid amounts, it may be worth consulting a collections professional or legal advisor.