# How to Write a Polite Payment Reminder (With 3 Templates)

> Send a friendly nudge a day or two after the due date, a firmer follow-up a week later, and a final notice after that. Keep each one short, specific and kind.

By Ayesha Gagan, Glowbug. Published 2026-11-12. https://glowbugapps.com/blog/invoicewell/payment-reminder-email

About: [Invoicewell](https://glowbugapps.com/invoicewell.md), Invoices you can just ask for.

Most late invoices aren’t ignored on purpose. They are stuck in an inbox, waiting for an approval, or sent to someone who doesn’t pay the bills. A short, specific reminder fixes most of them. Here is a simple three-step plan and the words to use.

## When to send each reminder

A simple reminder schedule
| When | Tone | Goal |
| --- | --- | --- |
| 1–3 days after the due date | Friendly | Make sure they have it. |
| About 7–10 days later | Firm | Get a payment date. |
| About 14 days after that | Final | Say what happens next. |

This is a starting point, not a rule. Match it to your terms and your client. A long-term client with one slip deserves more patience than a new client who has gone quiet.

## What every reminder should include

-   The **invoice number**, the **amount** and the **due date**.
-   The invoice itself, attached again, so nobody has to search for it.
-   How to pay, in one line.
-   A clear question, such as “Could you let me know when this will be paid?”

## Template 1: the friendly nudge

> **Subject:** Invoice INV-0042, due 12 December  
>   
> Hi Sam,  
>   
> A quick reminder that invoice INV-0042 for $1,000.00 was due on 12 December. I’ve attached it again in case it got buried. You can pay by bank transfer to the details on the invoice.  
>   
> Thanks so much,  
> Alex

## Template 2: the firm follow-up

> **Subject:** Second reminder: invoice INV-0042 is overdue  
>   
> Hi Sam,  
>   
> I haven’t yet received payment for invoice INV-0042 ($1,000.00), which was due on 12 December. Could you let me know when it will be paid, or who I should contact about it? The invoice is attached.  
>   
> Thank you,  
> Alex

## Template 3: the final notice

> **Subject:** Final notice: invoice INV-0042  
>   
> Hi Sam,  
>   
> Invoice INV-0042 for $1,000.00 is now more than three weeks overdue. Please arrange payment by 9 January. As set out in my terms, a late fee applies to payments after that date. If something is holding this up, reply and let’s sort it out.  
>   
> Best,  
> Alex

Only mention a late fee if it is in the terms you agreed. If a payment is seriously overdue, check your local rules before going further.

## Tips that help

-   **Find the right person.** Ask early who pays invoices, and copy them.
-   **Keep it short.** Three or four sentences get read; long emails get saved for later.
-   **Accept a part payment.** It is progress, and you can remind about the rest.
-   **Write it down.** Note when you sent each reminder and what they replied.

## The faster way: Invoicewell

[Invoicewell](/invoicewell), a Mac app for invoices and quotes, keeps track of who has paid and helps with the rest:

-   **Up to three reminders** per invoice, each as a ready email with your own wording and the PDF attached. You read it and press Send.
-   **Late fees** from the level you choose, added to the reminder, never to the original invoice.
-   **Part payments** recorded against the invoice, so the next reminder asks for the right amount.
-   **Overdue at a glance**, with notifications and a count on the Dock icon.

Invoicewell runs on macOS 14 or later and costs $19.99 once.

## FAQ

### How soon after the due date should I send a payment reminder?

A day or two after is usual for a first, friendly reminder. Some people send a courtesy note a few days before the due date as well.

### How many payment reminders should I send?

Three is a common plan: a friendly nudge, a firm follow-up about a week later, and a final notice. After that, a phone call often works better than another email.

### Is it rude to send a payment reminder?

No. Reminders are a normal part of business, and most clients are glad of one. Keep it short, polite and specific, and attach the invoice.

### Can I add a late fee to an overdue invoice?

Only if late fees were in the terms your client agreed to, and within your local rules. Invoicewell adds a late fee to the reminder rather than changing the original invoice.

### What should I write in the subject line of a payment reminder?

The invoice number and the due date, such as “Invoice INV-0042, due 12 December”. It is easy to find and makes clear what you are asking about.


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Source: https://glowbugapps.com/blog/invoicewell/payment-reminder-email · Glowbug (glowbugapps.com) · Updated 2026-11-12