Polite Invoice Reminder Email Template (Copy, Paste, Get Paid)

Following up on an unpaid invoice is awkward, even when you did everything right. You delivered, you sent the invoice, and now you are stuck writing an email that has to be polite, clear, and effective.

This guide gives you a polite invoice reminder email template you can copy and paste, plus friendly variations for different situations (first nudge, overdue, accounts payable, resend, and more). When you are ready to stop rewriting the same message, you can also automate polite invoice reminders with Can You Pay That.

Key takeaways

1. Polite reminders work best when they combine warmth with facts (invoice number, amount, due date).
2. Make paying easy, include payment options and the invoice again to reduce friction.
3. Use subject lines that are clear and neutral, not guilt-driven.
4. Start by assuming good faith, escalate gradually only if needed.
5. Once your wording is good, consistency beats willpower, automate the sequence.

The one polite invoice reminder email template (universal)

Use this template for most situations. It is short, respectful, and specific.

Subject: Invoice [#1234] payment reminder (due [Date])

Hi [Name],

I hope you are doing well.

Just a quick reminder that Invoice [#1234] for [Amount] is due on [Due Date]. For convenience, I have attached the invoice again, and you can also pay via [Payment link / Portal link].

If payment has already been scheduled or sent, thank you, and please disregard this message. If there is anything you need from me to process it (PO number, vendor form, updated details), reply here and I will help.

Thanks again,

[Your name]

[Company]

[Phone (optional)]

Minimal fields to customize

1. Name
2. Invoice number
3. Amount
4. Due date
5. Payment link or instructions
6. Attachment (invoice PDF)

This matches common guidance across payment reminder resources: be courteous, include the facts, and remove obstacles to paying (links, details, invoice attached).

The “Polite, Clear, Easy” framework (why this works)

A polite reminder fails when it is vague (“just checking in”) or emotionally loaded (“you still haven’t paid”). The goal is simple: keep the relationship intact while making it easy to take action.

Polite

1. “Just a quick reminder” instead of “You forgot”
2. “Could you confirm timing?” instead of “Pay immediately”
3. “If there’s anything you need” signals collaboration, not conflict

Clear

Include the invoice number, amount, and due date so the recipient does not have to search.

Easy

Add payment options and the invoice again, so paying takes one minute, not a thread.

If you want the same message to go out consistently (without you thinking about it), Can You Pay That for polite invoice reminders is built around that exact idea: polite follow-ups plus a clean client portal.

Subject lines that feel professional (not passive-aggressive)

Good subject lines are boring in the best way. Clear beats clever.

Safe subject line patterns

1. Invoice [#1234] due on [Date]
2. Payment reminder: Invoice [#1234]
3. Invoice [#1234] is due today
4. Overdue: Invoice [#1234] (due [Date])

Many guides recommend including the invoice number to help accounts payable teams route it faster.

What to avoid (if you want to stay polite)

1. “FINAL NOTICE” (unless you truly mean it and you are at the final step)
2. “Urgent” on the first follow-up
3. “Why haven’t you paid?” (sounds accusatory)

Friendly payment reminder email template variations (by situation)

Below are variations you can drop into the same structure. This keeps your tone consistent while matching the moment.

1) Friendly heads-up before the due date

Subject: Upcoming payment, Invoice [#1234] due [Date]

Hi [Name],

Quick heads-up that Invoice [#1234] for [Amount] is due on [Due Date]. Sharing this in case you need to add it to your pay run. The invoice is attached, and you can pay via [Link].

Thanks,

[Your name]

(Why it works: it reads as helpful scheduling, not chasing. Many reminder resources recommend a gentle pre-due touch.)

2) Due today (neutral, direct)

Subject: Invoice [#1234] is due today

Hi [Name],

Reminder that Invoice [#1234] for [Amount] is due today ([Due Date]). The invoice is attached, and payment can be made via [Link] or [Bank details].

If payment is already in progress, thank you, no further action needed.

Best,

[Your name]

3) 1–3 days overdue (assume good faith)

Subject: Payment reminder, Invoice [#1234] (due [Date])

Hi [Name],

I am following up on Invoice [#1234] for [Amount], due on [Due Date]. Could you confirm when I can expect payment?

If anything is missing on my side (PO number, vendor details, updated invoice), tell me what you need and I will send it right away.

Thanks,

[Your name]

4) 7+ days overdue (firm, still respectful)

Subject: Overdue invoice, Invoice [#1234] (please confirm timing)

Hi [Name],

Invoice [#1234] for [Amount] remains unpaid, it was due on [Due Date]. Please confirm your expected payment date.

If the invoice is under review or there is a dispute, reply with the details so we can resolve it quickly.

Regards,

[Your name]

Guidance on escalation commonly suggests staying courteous, staying factual, and increasing firmness gradually.

5) “Resending the invoice” (when they say they cannot find it)

Subject: Re: Invoice [#1234], resent for convenience

Hi [Name],

No problem, I have attached Invoice [#1234] again here. It is for [Amount] and was due on [Due Date]. You can also pay via [Link].

Let me know if you need a different format or any additional details.

Thanks,

[Your name]

Attaching the original invoice again is repeatedly recommended because it removes friction and stops the “can you resend?” loop.

6) Accounts payable / procurement version (more operational)

Subject: Invoice [#1234], [Company], due [Date] (AP follow-up)

Hi Accounts Payable team,

Sharing a payment reminder for Invoice [#1234] from [Your Company], total [Amount], due [Due Date]. The invoice PDF is attached.

If you require any vendor onboarding details or a purchase order reference, reply with the required fields and I will provide them.

Thank you,

[Your name]

[Company details]

7) “Thank you, payment received” (yes, it matters)

Subject: Thanks, payment received for Invoice [#1234]

Hi [Name],

Thank you, I confirm we received payment for Invoice [#1234]. I appreciate it.

Best,

[Your name]

Some reminder playbooks explicitly recommend sending a thank you when it is paid, it reinforces the relationship and future responsiveness.

Want a bigger library of templates by exact timing and a bank of subject lines? Use invoice reminder email templates by timing and subject lines as your deeper guide, then keep this page as your “polite tone” playbook.

What to include every time (checklist)

If you want “polite” and “effective”, include the operational details. Business Victoria’s guidance calls out including payment options, banking details, and contact info to make it easier to pay.

Core checklist

1. Invoice number
2. Amount due
3. Due date
4. How to pay (link, bank details, card option if available)
5. Invoice attached (PDF)
6. A low-friction reply path (“If you need anything to process it…”)

Optional, but useful in B2B

1. Purchase order number
2. Vendor ID
3. Billing period (“January retainer”, “Sprint 6”)
4. Late fee terms (only if they are in your contract and appropriate)

When to send the polite reminder (without overthinking it)

A simple default:

1. One friendly heads-up before due date
2. One note on the due date
3. One follow-up after it becomes overdue (then escalate gradually)

Many guides describe this general cadence: before due date, on due date, then regular follow-ups if overdue.

If you want a detailed schedule (3/7/14 day patterns, how to space reminders based on Net terms), follow the best invoice reminder schedule guide.

Make it repeatable (automation + consistency)

Templates are step one. Consistency is step two.

If you only rely on memory, you will follow up late, or not at all. The easiest upgrade is to set rules once and let the system send the polite message for you.

1. If you want the strategy and mechanics, read how automatic invoice reminders work.
2. If you want to implement it immediately, check the product and turn your best polite template into automated follow-ups.

Prevent late payments in the first place

Polite reminders help, but structure helps more.

If you regularly deal with late payments, consider billing models that reduce delay:

1. 50% upfront deposits
2. milestone invoices tied to delivery
3. monthly retainers with predictable pay cycles

This is a big lever for agencies in particular. See billing models that get agencies paid faster.

Conclusion

A polite invoice reminder is not “being soft”. It is being professional.

Use the universal template, pick the variation that matches the situation, and always include the facts and the payment path. Then, if you are done rewriting reminders forever, try Can You Pay That for polite invoice reminders.

More playbooks and guides are in the Can You Pay That blog.

FAQ

How do I politely remind someone to pay an invoice?

Keep it courteous and specific: include the invoice number, amount, due date, and a clear way to pay. Offer help in case they need a PO number or vendor details.

What is a friendly payment reminder email template for first follow-up?

Use a short “heads-up” that assumes good faith, mentions the due date, and includes the invoice again and payment link.

Should I attach the invoice again in the reminder email?

Usually yes. Reattaching the invoice reduces friction and avoids back-and-forth about missing documents.

How many invoice reminders should I send before escalating?

A common approach is 2–4 touches total, starting gentle and getting firmer only if needed. Some guidance suggests a small sequence (for example at 5, 15, 30 days overdue) depending on your terms.

What subject line works best for a polite invoice reminder?

Use a neutral subject with the invoice number and timing (due date or overdue). This helps the recipient identify and route it quickly.

When should I send a reminder, before the due date or after?

Before is often better (a friendly heads-up), then on the due date, then after if unpaid.

How can I automate polite invoice reminders?

Pick one set of templates, set a reminder schedule, and use a tool that sends reminders based on due date and stops once paid. Start with Can You Pay That.

If you want help mapping your exact flow, contact Can You Pay That.