Why Email Payment Reminders Matter
Late payments can disrupt cash flow and put unnecessary strain on your business. Whether you’re a freelancer, a small business owner, or a service provider, ensuring clients pay their invoices on time is crucial. One of the most effective ways to encourage timely payments is by sending well-crafted email reminders.
A structured follow-up process—starting before the due date and continuing until the invoice is settled—ensures your clients stay informed and accountable. Below are three email templates designed to help you get paid on time, from a polite pre-due reminder to a friendly overdue notice.
Note: These email templates use Xero placeholders, meaning invoice details should pull through automatically.
Email 1: Payment Reminder – 3 Days Before Due Date
Subject: Friendly Reminder: Invoice Due Soon
Hi [Contact First Name],
I hope you’re doing well! Just a quick reminder that your invoice of [Currency Symbol][Amount Due Without Currency] is due on [Due Date].
To view and pay your invoice, please visit [Online Invoice Link].
If you’ve already taken care of this, please ignore this email. Otherwise, we’d appreciate it if you could arrange payment by the due date.
If you have any questions or need any assistance, feel free to get in touch.
Thanks, [Trading Name]
Email 2: Payment Overdue – 1 Day Late
Subject: Invoice Overdue – Friendly Reminder
Hi [Contact First Name],
I just wanted to follow up as our records show that invoice [Currency Symbol][Amount Due Without Currency] was due on [Due Date], and we haven’t received payment yet.
If you’ve already made the payment, please disregard this message. Otherwise, we’d appreciate it if you could make the payment at your earliest convenience.
You can view and pay your invoice here: [Online Invoice Link].
If there’s an issue or you need to discuss payment options, please reach out and let us know.
Thanks, [Trading Name]
Email 3: Payment Overdue – 7 Days Late
Subject: Gentle Reminder: Invoice Overdue
Hi [Contact First Name],
We noticed that invoice [Currency Symbol][Amount Due Without Currency], which was due on [Due Date], is still outstanding.
If you’ve already processed the payment, please let us know so we can update our records. If not, we’d appreciate it if you could arrange payment soon.
View and pay your invoice here: [Online Invoice Link].
Please get in touch if you need to discuss this matter or arrange an alternative payment plan.
Thanks, [Trading Name]
Final Thoughts
Timely and professional communication is key to maintaining good relationships with clients while ensuring prompt payment. Using these email templates can help streamline your invoicing process, reduce late payments, and keep your business finances healthy.
Summary: Top Tips to Get Paid on Time
- Turn on invoice reminders – Automate reminders to reduce the need for manual follow-ups.
- Keep book-keeping up to date – This ensures you’re not chasing already paid invoices.
Get in Touch
Need help with invoicing and payment management? Get in touch with HV for expert advice and solutions.
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