6 Overdue Payment Reminder Emails to Get You Paid Faster
You may expect your clients to make their payments on time, but unfortunately that’s not always the case. And with your own bills to pay, overdue payments cause cash flow problems that impact your monthly budget.
Still, a missed payment doesn’t mean a nonpayment. Using payment reminder emails can help you get paid what you’re owed, faster.
Use these customizable payment reminder email templates to improve your cash flow, and learn when and how to send them to boost your chances of success.
Improve cash flow with overdue payment reminder emails:
What is an overdue payment reminder email?
An overdue payment reminder email is a message sent to a client after they miss a payment due date on an invoice.
Overdue payment reminder emails should include:
- The original payment due date and invoice number
- Accepted payment methods
- Any late fees or interest charges
- A copy of the original or updated invoice
- The total amount due
- Contact information for questions or to arrange a payment
When to send overdue payment reminder emails
Overdue payment reminder emails are usually sent when an invoice is:
- One day late
- One week late
- Two weeks late
- One month late
- Six weeks late
Most clients won’t need all five reminders to make a payment. If your emails are polite, professional, and include the right information, many will make a payment after the first or second reminder.
Or, at the very least, reach out to discuss a payment plan if their financial situation has changed since their service appointment.
Overdue payment reminder email templates
What you say in a payment reminder email depends on how far behind the client is and whether you’ve reached out before. It’s good practice to outline a strategy for your payment reminder emails that covers all your bases, like when a client’s just a day behind versus a month.
Use these customizable templates to start developing your own process for handling late payments.
Email template #1: One day late
Although a payment that’s only one day overdue isn’t a huge deal, it’s important to address the issue early. The sooner you send a reminder, the sooner the client will remember to pay you.
Since it’s still early in the process, make sure to keep your tone light and professional. Chances are, your invoice just slipped the client’s mind, or they could have been out of town.
Try this payment reminder email template:
Subject line: Payment reminder from [BUSINESS NAME] – Due yesterday
Hi [CUSTOMER NAME]
I just wanted to quickly remind you that the invoice [INVOICE #] for [$0.00] was due yesterday. I’ve attached the invoice for your reference.
Please make a payment via [CASH, CREDIT CARD, ONLINE PAYMENT] by [DUE DATE] to avoid being charged a late fee.
If you have any questions or need help arranging a payment, please reach out by calling [PHONE NUMBER] or sending an email to [EMAIL ADDRESS].
Thank you for your business,
[BUSINESS NAME]
Email template #2: One week late
If a week goes by and the client hasn’t responded to your first email or made a payment, it’s time to send another reminder. It should include the same information as the first, with a more direct and professional tone.
Use this payment reminder email template:
Subject line: Past due payment reminder from [BUSINESS NAME]
Hi [CLIENT NAME],
We’re following up on the overdue invoice [INVOICE #] for the amount [$0.00], which was due on [INVOICE DUE DATE]. We’ve attached a copy of the invoice for your reference.
To avoid any late payment fees please make a payment via [ACCEPTED PAYMENT METHODS].
If you have any questions about the invoice or how to arrange payment, you can contact us by:
Calling our office [PHONE NUMBER]
Emailing us at [EMAIL ADDRESS]
Visiting our office at [OFFICE ADDRESS]
Thanks,
[BUSINESS NAME]
Email template #3: Two weeks late
After two weeks with no response, you’re probably wondering if you’ll ever hear from the client again. But don’t get discouraged yet. It could be that they had a family emergency or lost access to their email account.
And while that may be the case, it’s no excuse not to pay you. Your next payment follow-up email to the client needs to be even more direct, with the goal of either getting the client to make a payment or reach out to you.
Copy and paste this payment reminder message:
Subject line: Overdue payment reminder from [BUSINESS NAME] – Due immediately
Hi [CLIENT NAME],
We’ve made several attempts to reach you regarding payment for the outstanding invoice [INVOICE NUMBER]. The total amount owing is [$0.00] and was due on [INVOICE DUE DATE].
You are now [TWO WEEKS] past due.
We have attached a copy of the invoice for your reference.
To avoid interest fees or late charges, please get in touch with us to arrange payment by:
Calling our office at [PHONE NUMBER]
Emailing us at [EMAIL ADDRESS]
Visiting our office at [OFFICE ADDRESS]
You can also make payment in full via [ACCEPTED PAYMENT OPTION].
Thanks,
[BUSINESS NAME]
Email template #4: One month late
If an invoice has been in accounts receivable for a month, it’s a serious issue. Especially if you’re just starting out or if the invoice was for a big job. While the point of this email is still to get paid or to at least prompt the customer to reach out, it’s also to create a paper trail.
As with the other emails, you want evidence that you made every effort to contact the client in case you need to legally pursue the payment down the road.
After 30 days have passed, your email should still be professional, but now it’s time to apply any applicable late fees and let the client know the invoice amount has increased.
Use this payment reminder template:
Subject line: URGENT – Overdue payment reminder from [BUSINESS NAME]
Hi [CLIENT NAME],
Your [INVOICE #] for [$0.00] is now one month overdue.
As stated in our payment terms, we will be charging a late payment fee of [$0.00] for payments made 30 days past due.
We’ve attached an updated invoice for your records.
Please get in touch with us as soon as possible to arrange payment by:
Calling our office at [PHONE NUMBER]
Emailing us at [EMAIL ADDRESS]
Visiting our office at [OFFICE ADDRESS]
You can also make payment in full via [ACCEPTED PAYMENT OPTION].
Thanks,
[BUSINESS NAME]
Email template #5: Final notice
Your last email should be sent about six weeks after a payment due date and serve as a final notice. It’s an opportunity to offer the client one final chance to pay before you move on to the next part of the collections process.
Subject line: FINAL NOTICE – Urgent action required for overdue invoice from [BUSINESS NAME]
Hi [CLIENT NAME],
This is the [fifth] and final notice for invoice [INVOICE NUMBER], which is now [# of days] days overdue.
If we don’t receive payment or a response within the next [#] of days, we will take further action to collect this outstanding payment.
See the attached invoice for an updated invoice, including applicable late fees.
Please get in touch with us as soon as possible to arrange payment by either:
Calling our office at [PHONE NUMBER]
Emailing us at [EMAIL ADDRESS]
Visiting our office at [OFFICE ADDRESS]
You can also make payment in full via [ACCEPTED PAYMENT OPTION].
Thanks,
[BUSINESS NAME]
How to send overdue payment reminder emails
Sending emails for outstanding invoices is simple, you can either:
- Copy, paste, customize, and send one of the templates above manually
- Use software like Jobber to automate overdue payment reminder emails
Here’s what an overdue payment reminder email looks like in Jobber:
With Jobber, you can:
- Track the status of each invoice
- Automate when payment reminders are sent
- Customize payment reminder drafts
- Send payment reminders via text messages or emails
Best practices for sending overdue payment reminders
Sending out overdue payment reminder emails is an important part of managing your accounts receivable. They help you to get paid, improving cash flow, and preventing you from losing track of unpaid invoices.
But they’re only as effective as you make them. Use these tips to ensure your overdue payment reminders get the job done.
1. Make sure your client received the invoice
Before sending an invoice reminder email to your clients, double-check the invoice was sent to the correct email address and that it didn’t bounce back. If it did, try resending it to the correct address, and, if that still doesn’t work, reach out to them another way.
WATCH: 10 crucial tips for writing service invoices
2. Offer multiple payment options
Provide various payment methods like credit card payments and e-transfers with clear instructions to make it easier for clients to pay you. Only offering in-person methods, like cash or check, makes it difficult for busy clients to find time to make it to your office.
3. Be polite
Overdue payments are frustrating, but keeping a polite and professional tone goes a long way to preserve your business’s reputation and maintain a positive relationship with your clients.
4. Use the right communication channels
Different clients prefer different methods of communication. If your clients typically request work via email, sending friendly reminder emails is the best way to go. If they strictly call in for work requests, a phone call or text message may be a more effective option.
Pro Tip: If you’re having trouble getting in contact with a client, try to reach out in a different way. Emails, text messages, phone calls, and mailed overdue payment letters are all good options.
5. Offer assistance
Not all clients miss payments because they want to take advantage of you. Some wind up in emergency situations or with unexpected financial troubles. Others may find it difficult to pay you simply because they can’t use the payment methods you prefer.
Being patient and understanding when a customer genuinely needs a little help goes a long way in demonstrating how much you value their business. And it helps to get you paid.
6. Prevent overdue payments
The best way to avoid overdue payments is to prevent them from happening at all. Be sure to send clear invoices, outline payment terms upfront, and communicate with clients often to encourage clients to pay on time and in full.
7. Have a payment reminder strategy in place
Without a payment reminder strategy, handling overdue payments gets complicated. Managing and tracking invoices, due dates, and payments is a lot of work. But it’s one of the best ways to prevent invoice payment reminders from being sent to the wrong clients or at the wrong times.
Use Jobber’s field service invoicing software to set and forget payment reminders that are automatically sent for every overdue invoice—whether they’re behind by a day or a week.
Originally published in January 2021. Last updated on September 3, 2024.