How do I write a polite overdue invoice email?

Keep it friendly and assume good intent. Start with a warm greeting, reference the specific invoice and amount, acknowledge that it might have slipped through the cracks, and make it easy to pay by including a direct payment link. Avoid accusatory language — most late payments are oversights, not intentional.

What should an invoice reminder email include?

Every invoice reminder should include: the invoice number, amount due, original due date, how many days overdue (if applicable), a clear payment link or instructions, and your contact info for questions. For overdue emails, also mention any late fees that may apply.

How many reminder emails should I send for an overdue invoice?

Most professionals recommend 3-5 email reminders before escalating. Start with a friendly reminder at 3-5 days overdue, follow up at 7-10 days with a slightly more direct tone, send a final notice at 14-21 days, then escalate to phone calls or formal collection notices after 30 days.

Should I get angry in invoice reminder emails?

Never. Anger damages relationships and rarely gets faster payment. Instead, be firm but professional. State facts clearly, outline consequences if applicable, and always leave the door open for communication. The goal is payment, not winning an argument.

What's the best subject line for an overdue invoice email?

The best subject lines are clear and include the invoice number. For first reminders: 'Quick reminder: Invoice #123 payment due.' For follow-ups: 'Second notice: Invoice #123 is 7 days overdue.' For final notices: 'Action required: Invoice #123 payment overdue.'

How do I ask for payment without being rude?

Use 'we' instead of 'you' where possible, acknowledge their busy schedule, offer help ('Let me know if you need anything to process this'), provide easy payment options, and thank them in advance. Focus on solving the problem together rather than placing blame.

When is the best time to send invoice reminder emails?

Send invoice reminders on Tuesday, Wednesday, or Thursday between 9-11 AM in the recipient's timezone. Avoid Mondays (inbox overload) and Fridays (weekend mindset). Mid-week mornings have the highest open rates for business emails.

Should I call instead of emailing for overdue invoices?

Email first for the first 2-3 reminders, then escalate to a phone call if there's no response. A phone call can be more effective for seriously overdue invoices (14+ days) as it's harder to ignore and can uncover if there's an actual issue preventing payment.

Free Tool

Invoice Reminder Email Generator

Generate professional invoice reminder emails with the perfect tone for any situation. Get friendly, professional, and firm versions — each with a ready-to-use subject line.

Invoice Details

Days Overdue7 days overdue

Negative = days before due date

Amount Owed

Client Relationship

Industry

Generated Emails

$1500 • 7 days overdue

Friendly

First reminder when the delay is likely an oversight

Subject Line

Just a gentle nudge about your invoice

Email Body

Hi {{ClientName}}, Hope things are going well on your end! I wanted to gently follow up on invoice {{InvoiceNumber}} for $1500, which was due 7 days ago. I completely understand how busy things can get — just wanted to make sure this didn't slip through the cracks. If there's anything you need from me to process this, just let me know! Best, {{YourCompany}}

Friendly

First reminder when the delay is likely an oversight

Subject Line

Just a gentle nudge about your invoice

Email Body

Hi {{ClientName}}, Hope things are going well on your end! I wanted to gently follow up on invoice {{InvoiceNumber}} for $1500, which was due 7 days ago. I completely understand how busy things can get — just wanted to make sure this didn't slip through the cracks. If there's anything you need from me to process this, just let me know! Best, {{YourCompany}}

Professional

Regular clients where you want to be professional but not cold

Subject Line

Payment reminder - 7 days overdue

Email Body

Dear {{ClientName}}, This is a reminder that invoice {{InvoiceNumber}} for $1500 is now 7 days past due. Please process payment at your earliest convenience. If you've already sent payment, please disregard this notice. If you have questions about this invoice, please contact us. Best regards, {{YourCompany}}

Firm

When previous reminders haven't worked

Subject Line

Outstanding payment requires attention

Email Body

Dear {{ClientName}}, Invoice {{InvoiceNumber}} for $1500 is now 7 days past due. Payment was expected by the original due date. Please remit payment immediately to avoid any late fees or service interruptions. This requires your immediate attention. Regards, {{YourCompany}}

Pro tip: Start with the friendly version for first reminders. If there's no response after 7 days, escalate to professional. Save firm for 14+ days overdue or clients with a history of late payment.

Send these automatically from CanYouPayThat

Stop copying and pasting reminder emails. CanYouPayThat sends professional, polite reminders automatically — so you can focus on your work, not chasing payments.

Free for your first 3 clients. Upgrade when you need more.

How This Tool Works

1

Enter invoice details

Add how many days overdue and the amount owed.

2

Set the context

Choose your client relationship type and industry.

3

Get 3 versions

Receive friendly, professional, and firm email options.

4

Copy and send

Use as-is or customize for your specific situation.

Frequently Asked Questions

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Invoice Reminder Email Generator

Invoice Details

Personalize (optional)

Generated Emails

Send these automatically from CanYouPayThat

How This Tool Works

Enter invoice details

Set the context

Get 3 versions

Copy and send

Frequently Asked Questions

How do I write a polite overdue invoice email?

What should an invoice reminder email include?

How many reminder emails should I send for an overdue invoice?

Should I get angry in invoice reminder emails?

What's the best subject line for an overdue invoice email?

How do I ask for payment without being rude?

When is the best time to send invoice reminder emails?

Should I call instead of emailing for overdue invoices?

Related Free Tools

Invoice Reminder Schedule Builder

View All Free Tools