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Payment reminder email templates
Fill in the invoice once and get four reminders, from a friendly heads-up before the due date to a firm final notice.
Send a friendly reminder a few days before an invoice is due, another the day after, a firmer one at 7 to 14 days overdue, and a final notice at about 30 days. Keep each one short: the invoice number, the amount, the due date and how to pay.
Subject: Invoice 1001 is due on November 30 Hi Jo, A quick reminder that invoice 1001 for $850.00 is due on November 30. You can pay by card at the link on the invoice. Thanks again for the work. Sam Smith Plumbing Co.
Subject: Invoice 1001 is due today Hi Jo, Invoice 1001 for $850.00 is due today. If you have already paid, thank you, and please ignore this email. If not, you can pay by card at the link on the invoice. Sam Smith Plumbing Co.
Subject: Invoice 1001 is now overdue Hi Jo, Invoice 1001 for $850.00 was due on November 30 and is now a week overdue. Could you let me know when it will be paid? If there is a problem with the work or the invoice, reply and we will sort it out. You can pay by card at the link on the invoice. Sam Smith Plumbing Co.
Subject: Final notice: invoice 1001 Hi Jo, Invoice 1001 for $850.00 is now three weeks overdue, and we have not had a reply to our reminders. Please pay within 7 days, by card at the link on the invoice. Late charges may be added as set out in our terms. If it remains unpaid, we will start recovering the debt formally. Sam Smith Plumbing Co.
Get paid without chasing
Sam sends invoices and polite, automatic reminders for every unpaid one, including invoices from Xero, QuickBooks, FreeAgent and Sage.
Start freeA reminder schedule that works
- Three days before it's due: a friendly heads-up. Most late payers simply forget.
- On the due date: short and polite, with how to pay.
- Seven days late: ask when it will be paid, and whether anything is wrong.
- Final notice: a firm deadline and what happens next.
Keep the tone calm all the way through: a customer who feels chased is slower to pay, and you may want their next job.
If your terms include a late charge, the final notice can mention it. Work it out with the late fee calculator.
Questions
How soon should I chase a late invoice?
The day after it's due. Waiting a few weeks tells the customer it isn't urgent.
Should I phone or email?
Email first, so there's a record. If the seven-day reminder gets no reply, a friendly phone call often settles it.
Can these be sent automatically?
Yes. Sam sends reminders like these on a schedule for every unpaid invoice, and stops as soon as the invoice is paid.
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