Payment Reminder Template

Copy a reminder email for each stage of a late payment, and resend a clear past due invoice with it.

Fill it in below and download a PDF. Prefer the full tool? Open the Invoice Generator.

What this template is for

Most late invoices get paid after a clear, polite reminder. This page gives you three reminder emails to copy, a schedule for when to send them, and an invoice form preloaded with a sample past due invoice: 45 days old, with a payment reminder in the notes. Replace the sample with your own invoice details, download the PDF, and attach it to your email.

A reminder schedule

Decide your schedule once and use it for every client. A common pattern:

1. A few days before the due date: a short heads-up with the invoice attached.
2. On the due date: a friendly reminder.
3. 7 days late: a friendly follow-up.
4. 14 days late: a firm reminder that asks for a payment date.
5. 30 days late: a final notice saying what happens next.

Your terms set the due date. If you bill on Net 30, see Net 30 payment terms for how to count the days.

Friendly payment reminder

Use this before the due date, on it, or up to about a week late.

Subject: Invoice INV-0042 due on November 14

Hi Jordan,

A quick reminder that invoice INV-0042 for $1,250.00 is due on November 14. I’ve attached a copy for your records.

You can pay by bank transfer or check, as listed on the invoice. Let me know if you need anything from me to process it.

Thanks, Alex

Firm reminder

Use this around 14 days late. Stay polite, be specific, and ask for a date.

Subject: Overdue: invoice INV-0042, $1,250.00

Hi Jordan,

Invoice INV-0042 for $1,250.00 was due on November 14 and is now 14 days overdue. A copy is attached.

Could you confirm when payment will be sent? If there is a problem with the invoice, please tell me and I’ll fix it right away.

Thank you, Alex

Final notice

Use this around 30 days late. Say what you will do next, and only say it if you intend to follow through.

Subject: Final notice: invoice INV-0042, 30 days overdue

Hi Jordan,

Invoice INV-0042 for $1,250.00 is now 30 days past due. I’ve attached it again, along with my earlier reminders.

Please send payment by December 21. If I don’t receive payment or hear from you by then, I will pause further work on your account and look at other options to collect the balance.

If you’d like to set up a payment plan, reply and we can agree on one.

Regards, Alex

Re-sending the invoice

Always attach the invoice itself, not just a description of it. To make a clean past due copy:

1. Keep the original invoice number and date. Do not issue a new number for the same work.
2. Show any partial payment as amount paid, so the balance due is correct.
3. Add a note, such as “Past due. Originally due November 14. Please remit the balance of $1,250.00.”
4. Download the PDF and attach it to your reminder email.

The invoice maker runs in your browser. Nothing is sent to our servers, and your drafts and invoice numbering are kept in local storage, so keep the downloaded PDFs as your record of what you sent.

Late fees: only if agreed

A late fee can encourage on-time payment, but only add one if it was in the terms the client agreed to before the work, for example on your estimate, contract or original invoice. Laws on late fees and interest differ by state, and some set limits. Check your state’s rules or ask a professional before charging one.

If your terms allow it, add the fee as a separate line on the past due invoice with a clear description.

Worked example

Your terms say 1.5% per month on balances more than 30 days late, and your state allows it. On a $1,250.00 balance, one month’s fee is $1,250.00 × 0.015 = $18.75. The past due invoice shows the original $1,250.00 line, a “Late fee per terms (1.5%)” line of $18.75, and a new balance due of $1,268.75.

When to stop and get help

After a final notice, more emails rarely help. Options at that point include:

• Calling the client. A short conversation often settles what emails could not.
• Offering a payment plan in writing.
• Small claims court, where limits and procedures vary by state.
• A collection agency or an attorney for larger amounts.

Which option makes sense depends on the amount, the relationship and your state’s rules, so ask a professional before taking legal steps.

Tips

• Keep reminders short. Invoice number, amount, due date, how to pay.
• Send them on a schedule, not when you feel frustrated.
• Make paying easy. List your payment methods on every invoice.
• Fix the cause. Clear due dates and terms on the original invoice template prevent many late payments.

Create or resend any invoice with the full invoice generator.

Written by Legit50 Editorial Team· Updated Oct 26, 2026

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