Invoice Reminder Email Templates: 3 Days Overdue

Your invoice is now 3 days past due. At this stage, the goal is to prompt action while maintaining the client relationship. This is the critical window — most overdue invoices that get paid within 7 days do so after a well-crafted 3-day follow-up. Here are four templates in escalating tones.

Why Follow Up at 3 Days Overdue?

The 3-day mark is the sweet spot for overdue follow-ups. It's soon enough that the invoice is still top-of-mind, but late enough that you have legitimate grounds to follow up. Data shows that invoices followed up within the first week have an 85% collection rate.

• Still within the "grace window" — Most clients consider 1–5 days a reasonable grace period.
• High response rate — Clients are more likely to respond before the invoice ages further.
• Sets expectations — Shows you take payment timelines seriously.

📋 Polite Tone

Best for: first-time late payers, high-value clients, industries with extended payment norms.

Subject Line

Follow-Up: Invoice {{InvoiceNumber}} — 3 Days Past Due

Email Body

Dear {{ClientName}},

I hope all is well. I'm writing to follow up on invoice {{InvoiceNumber}} for {{Amount}}, which was due on {{DueDate}} and is now 3 days past due.

I understand that oversights happen, and I wanted to check in to see if there are any issues with the invoice or the payment process.

If payment is already on its way, thank you. Otherwise, I would appreciate it if you could let me know when I can expect payment.

Thank you for your attention to this matter.

Best regards,
{{YourName}}
{{YourCompany}}

😊 Friendly Tone

Best for: repeat clients, informal business relationships, freelancer-to-client communications.

Subject Line

Checking In — Invoice {{InvoiceNumber}} Is a Few Days Late

Email Body

Hi {{ClientName}},

Hope you're doing well! I wanted to check in about invoice {{InvoiceNumber}} for {{Amount}} — it was due on {{DueDate}} and I haven't seen payment come through yet.

Totally understand things get busy! Just wanted to make sure it didn't slip through the cracks. Let me know if there's anything I can help with or if you'd like me to resend it.

Cheers,
{{YourName}}

🔔 Firm Tone

Best for: clients with prior late payments, when contracts specify late fee terms, professional services.

Subject Line

Overdue Notice: Invoice {{InvoiceNumber}} — Immediate Attention Required

Email Body

Dear {{ClientName}},

I am writing to inform you that invoice {{InvoiceNumber}} for {{Amount}}, due on {{DueDate}}, remains unpaid and is now 3 days overdue.

Per our payment terms, we request that you process this payment immediately. Continued non-payment may result in late fees being applied to your account.

Please confirm payment has been made or provide an expected payment date by return email.

Regards,
{{YourName}}
{{YourCompany}}

🚨 Final Notice Tone

Best for: accounts being considered for escalation, when multiple prior reminders were sent, large overdue amounts.

Subject Line

OVERDUE: Invoice {{InvoiceNumber}} — Final Reminder Before Escalation

Email Body

Dear {{ClientName}},

Despite previous reminders, invoice {{InvoiceNumber}} for {{Amount}} remains unpaid. The invoice was due on {{DueDate}} and is now 3 days overdue.

If we do not receive payment or a response within 48 hours, we will have no choice but to escalate this matter, which may include late fees, suspension of services, and referral to our collections process.

We strongly encourage you to resolve this matter today. If there are circumstances affecting payment, please contact us immediately to arrange a payment plan.

Sincerely,
{{YourName}}
{{YourCompany}}

3-Day Overdue Follow-Up Tips

1. Reference the original due date — Specificity adds credibility and urgency.
2. Offer payment options — Can they pay by card? Bank transfer? Make it easy.
3. Cc the accounts payable team — If you have a contact, loop them in.
4. Don't apologize for following up — You're owed this money. Be confident.
5. Schedule the next follow-up — If no response, plan for 7 days overdue.

Frequently Asked Questions

Should I call instead of email at 3 days overdue?

Email first, then follow up with a call if there's no response within 24 hours. The email creates a documented paper trail.

What if the client says they can't pay right now?

Offer a payment plan. Partial payment is better than no payment, and it demonstrates willingness to work together.

When should I start charging late fees?

Only if your original contract or invoice terms specify late fees. A common standard is 1.5% per month after 30 days.