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Payment Reminder Email: 5 Email Templates to Send to Customers

April 10, 2023 7 min. read
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No one likes having to chase clients for payments, but it’s a reality for many home service providers. Sending a payment reminder email is an easy way to give slow clients a nudge and help you get paid for the work you’ve done.

While following up about overdue payments can feel awkward and uncomfortable, it doesn’t have to be. In this guide, we’ll walk you through five polite and professional email templates that you can use to collect payment for overdue invoices.

For more advice on preventing late payments, watch this episode of Ask a Business Mentor and hear follow-up tips from experienced business owners:

Friendly payment reminder templates and when to send them

Sending a friendly payment reminder letter or email can help you receive timely payment for outstanding invoices.

Copy and paste these payment reminder templates to send a polite reminder to customers with overdue or unpaid invoices.

READ MORE: How to write an invoice: look professional and get paid faster

Send this invoice reminder email a couple of days before your invoice due date to prevent late payment. 

If you’re following up on an invoice for repeat service, this is also an opportunity to recommend your customer set up recurring payments.

READ MORE: When to send an invoice to customers

The point of this email sample is to be a simple, professional invoice follow-up in case your client forgot to make a payment earlier, or has a question about the invoice they’ve been meaning to ask. 

Keep your tone friendly, polite, and straightforward, and make sure to include important information like the amount due, the invoice number, and how to pay it.

READ MORE: How to set late fees on invoices (with free templates)

Now that the invoice is officially overdue, it’s time to switch up your tone and go for a more direct approach. 

Include important details from the invoice, like the invoice number and amount due, and attach a copy of the original invoice in case it was accidentally lost or deleted.

By now, you’ve likely reached out more than once to remind a client to pay the invoice without receiving a response, which can be frustrating. It’s still important to keep your messaging professional and to the point.

The purpose of this letter is to get the client to respond, either by reaching out to you to offer an explanation or by paying off the invoice.

READ MORE: How to deal with difficult customers

When a client is more than one month late, your payment letter becomes more of an accounts receivable collections letter. Keep your messaging professional and to the point.

The purpose of this letter is to get your customer to respond with payment or start a conversation around when you can expect to be paid for your services.

READ MORE: When and how to fire a client [with letter template]

What to include in your payment reminder message

Whether you chose to send one of the email samples above, or write your own payment reminder emails, your overdue payment letter should include:

  • Copy of the unpaid invoice that includes an invoice number, amount owed, due date, date issued, and payment terms
  • Contact information, such as your company phone number and email address
  • Your preferred payment methods (like VISA, Mastercard, cash, or check) and instructions on how to pay
  • Late fees or interest charges that may be applied to overdue invoices
  • Polite sign-off, like thanks or warm regards

READ MORE: What to include on an invoice: must-haves to get paid

How to send a payment reminder email

If you typically communicate with your customer through email or text, make sure to use the same methods to send past due invoice reminders. But when payments start to get really behind, it’s fair game to use any methods available, like email, text, phone, or mail.

With Jobber’s invoicing software, it’s easy to monitor the status of your invoices and set up payment reminders that are sent to customers automatically. 

Here’s what that process looks like:

1. Track your invoice status at a glance to see which invoices have been sent, which have been paid, and which invoices are overdue.

Image of invoice payment tracking in Jobber

2. Send automated payment reminders via text or email to clients to remind them to pay their outstanding invoices.

If you’re not getting any responses from emails or text messages, try supplementing them with a phone call, or even mailing a printed copy of the invoice to the address you have on file.

You want to ensure your invoices and reminders aren’t being sent to the wrong address. Using multiple methods can help you reach a client and avoid having to send unpaid invoices to debt collection agencies.

Just make sure you’re not sending too many messages at once. Give your clients a few days to respond with their payment before following up with a phone call.

Pro Tip: Prevent late payments from the get-go and improve your business’s cash flow by offering your clients convenient, touchless payment options.

READ MORE: How to collect payment from customers: step-by-step guide

The best way to avoid late payments is to set yourself up for success before you even invoice a client. Clearly outline your payment terms on your invoices and develop a payment reminder strategy early on.

Using Jobber’s invoicing software, you can set payment reminders to automatically be sent out on any overdue invoice, whether they’re behind by a day or a week.

You can even customize your message to include one of the payment reminder email templates we shared above—giving you more time to focus on bringing in new clients and getting jobs done.

This post was originally published in January 2021. It was last updated on September 30, 2022.

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