Guide · Get paid
What to write in a payment reminder email
Most late payments are not malicious. Invoices get lost, approvers go on leave and small businesses simply forget. A well-worded reminder fixes most of them. The key is to match your tone to how overdue the invoice actually is.
1. The friendly heads-up, just before the due date
Send this two or three days before the invoice is due. Keep it short and warm: mention the invoice number and due date, attach the invoice again and offer to answer any questions. This single step prevents a large share of late payments because it puts the invoice back on the client's desk while there is still time.
2. The first reminder, a few days late
Assume it is an oversight. Write something like: "A quick note that invoice 1042 for 500 was due on 12 October - it may have slipped through. Could you let me know when payment is scheduled?" Attach the invoice again. Ask for a payment date; a specific reply is far more useful than an apology.
3. The firm follow-up, one to two weeks late
Drop the assumption and be direct, while staying polite: state the invoice number, the amount, the original due date and how many days it is now overdue. Ask for payment within a short, clear window such as seven days, and mention what your terms say about late fees if you have them. Keep it factual; no need to apologise for asking for your own money.
4. The final notice
For seriously overdue invoices, send a short final notice before any formal step: the amount, the overdue period, a final deadline and what happens next (a pause on work, a collection service or small claims, whatever you genuinely intend). Only include consequences you are actually prepared to follow through on.
5. Keep records as you go
Save every reminder with its date, and note any promises the client makes. This record matters if the dispute ever becomes formal, and it also shows you which clients pay late every time.
The Daymark payment follow-up tool tracks which invoices are overdue and helps you prepare each reminder, so you always know what to send next. It runs in your browser with no account.