FREE SAMPLE: 3 payment reminder emails
PagaPuntuale · pagapuntuale.com

From a 6-stage payment reminder sequence for freelancers.

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1. Friendly reminder
Send 1-2 days after the due date
Subject: Reminder: invoice #[INVOICE NUMBER] is due

Hi [CLIENT NAME],

Hope you're doing well. Just a quick reminder that invoice #[INVOICE NUMBER], issued on [ISSUE DATE] for € [AMOUNT], was due on [DUE DATE].

This is probably just an oversight - I've attached the invoice again (or you can find it at [INVOICE LINK]) for convenience.

If you've already sent the payment, please disregard this message. Otherwise, let me know if there's anything I can do to help get it processed.

Best,

[YOUR NAME/BUSINESS]

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2. First formal reminder
Send 7-10 days after the due date
Subject: Payment reminder — Invoice #[INVOICE NUMBER]

Hi [CLIENT NAME],

I'm following up on invoice #[INVOICE NUMBER] for € [AMOUNT], which was due on [DUE DATE] and doesn't appear to have been paid yet.

Could you please check the status on your end and confirm a date I can expect payment by? If the delay is due to missing details (PO number, bank information, etc.), happy to help sort that out quickly.

Looking forward to hearing from you by [SHORT DEADLINE, e.g. 5 business days].

Best regards,

[YOUR NAME/BUSINESS]

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3. Second reminder, firmer tone
Send 15-20 days after the due date
Subject: Invoice #[INVOICE NUMBER] still outstanding — please respond

Hi [CLIENT NAME],

I haven't heard back after my previous message, so I'm following up again on invoice #[INVOICE NUMBER] for € [AMOUNT], now [NUMBER OF DAYS] days overdue.

I understand things can get busy, but I do need a concrete answer: please confirm a firm payment date by [DEADLINE], or reach out if there's an issue we should discuss.

I value our working relationship, but an extended delay without communication makes it hard for me to plan further work together.

Looking forward to your reply by [DEADLINE].

Best regards,

[YOUR NAME/BUSINESS]