Late Payment Email Templates: Professional Reminders That Get You Paid

Late Payment Email Templates That Actually Work

Chasing late payments is the worst part of running a business. It's awkward, time-consuming, and feels confrontational. But unpaid invoices don't pay themselves — you need to follow up.

The good news? With the right email templates, you can chase payments professionally without damaging client relationships. Here are copy-paste templates for every stage of the collections process.

Before the Due Date: Friendly Reminder

Send this 3 days before the invoice is due. Many late payments happen simply because the client forgot.

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Subject: Invoice #[NUMBER] — Payment Due on [DATE]

Hi [Client Name],

I hope you're doing well. This is a friendly reminder that invoice #[NUMBER] for [AMOUNT] is due on [DATE].

For your reference:

• Invoice number: [NUMBER]
• Amount due: [AMOUNT]
• Due date: [DATE]
• Description: [Brief description of services]

You can pay via [payment methods]. If you've already sent payment, please disregard this message.

Let me know if you have any questions.

Best regards, [Your Name]

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On the Due Date: Gentle Nudge

If payment hasn't arrived by the due date, send this.

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Subject: Invoice #[NUMBER] — Payment Due Today

Hi [Client Name],

I wanted to check in regarding invoice #[NUMBER] for [AMOUNT], which is due today.

If payment is already in transit, thank you! If not, I'd appreciate it if you could arrange payment at your earliest convenience.

Payment details:

• Invoice: #[NUMBER]
• Amount: [AMOUNT]
• Payment methods: [Bank transfer / credit card / PayPal]

Happy to resend the invoice if needed — just let me know.

Thanks, [Your Name]

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7 Days Overdue: Firm but Friendly

A week past due, increase the urgency slightly while remaining professional.

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Subject: Overdue Invoice #[NUMBER] — [AMOUNT] Past Due

Hi [Client Name],

I'm following up on invoice #[NUMBER] for [AMOUNT], which was due on [DATE] — now 7 days ago.

I understand things get busy, but I would appreciate prompt payment. Outstanding invoices affect my ability to continue providing quality services.

Could you please let me know when I can expect payment? If there's an issue with the invoice, I'm happy to discuss.

Invoice details:

• Invoice: #[NUMBER]
• Amount: [AMOUNT]
• Original due date: [DATE]
• Days overdue: 7

Payment can be made via [payment methods].

Thank you for your attention to this matter.

Best regards, [Your Name]

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14 Days Overdue: Formal Reminder

Two weeks late — time to get more direct.

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Subject: Second Notice — Invoice #[NUMBER] Now 14 Days Overdue

Dear [Client Name],

This is my second notice regarding invoice #[NUMBER] for [AMOUNT], originally due on [DATE]. This payment is now 14 days overdue.

As outlined in our original agreement, payment was expected within [payment terms]. I request immediate payment of the outstanding amount.

If there is a dispute or issue preventing payment, please contact me within 48 hours so we can resolve this promptly.

Please note that I reserve the right to charge interest on overdue amounts as permitted by law.

I look forward to resolving this quickly.

Sincerely, [Your Name]

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30 Days Overdue: Final Notice

This is your last communication before considering further action.

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Subject: FINAL NOTICE — Invoice #[NUMBER] — 30 Days Overdue

Dear [Client Name],

Despite previous reminders, invoice #[NUMBER] for [AMOUNT] remains unpaid. This payment is now 30 days overdue.

I must insist on immediate payment. If I do not receive payment within 7 days of this notice (by [SPECIFIC DATE]), I will be forced to consider further action, which may include:

• Suspending any ongoing work or services
• Applying late payment interest and compensation as permitted by law
• Referring the matter to a debt collection service or small claims court

I strongly prefer to resolve this directly between us. Please contact me immediately to arrange payment or discuss any concerns.

Outstanding balance: [AMOUNT] Original due date: [DATE] Days overdue: 30

Sincerely, [Your Name]

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Tips for Getting Paid Faster

1. Invoice immediately — Don't wait days or weeks to send invoices. The longer you wait, the less urgent payment feels.

2. Set clear payment terms upfront — Agree on payment terms before starting work, not after.

3. Make paying easy — Offer multiple payment methods. The fewer obstacles, the faster you get paid.

4. Send pre-due-date reminders — A friendly reminder 3 days before prevents most late payments.

5. Use professional invoices — A polished invoice commands more respect than a casual email with a number.

6. Build relationships — Clients who like working with you prioritise paying you. Be professional but personable.

7. Consider deposits — For new clients or large projects, request 25-50% upfront.

8. Document everything — Keep records of all invoices, communications, and payments. You may need them later.

Know Your Rights (UK)

Under the Late Payment of Commercial Debts (Interest) Act 1998, UK businesses can:

• Charge 8% + Bank of England base rate annual interest on late B2B payments
• Claim fixed compensation: £40 (debts up to £999.99), £70 (£1,000-£9,999.99), or £100 (£10,000+)

These rights apply automatically — you don't need to include them in your contract (though it's good practice to mention them).

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