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Payment reminder template for late invoices

Download the reminder letter for Word, or copy one of the three texts below into an email. It's free and you don't need an account.

Word (.docx)
[Logo]

Reminder

Three reminder texts to copy

Friendly reminder

A few days after the due date

Subject: Reminder for invoice [invoice number] Hello [name], This is a friendly reminder that invoice [invoice number] of [invoice date] for [amount] was due on [due date]. We haven't received the payment yet. If you've already paid, please ignore this message. Otherwise we'd appreciate payment within the next [number] days. A copy of the invoice is attached. Kind regards, [your name]

Second reminder

About two weeks after the first reminder

Subject: Second reminder for invoice [invoice number] Hello [name], On [date of first reminder] we reminded you of invoice [invoice number] for [amount], which was due on [due date]. We still haven't received the payment. Please transfer the outstanding amount by [new deadline] to [IBAN], quoting [invoice number]. If something about the invoice is unclear, or you'd like to agree on instalments, just reply to this email. Kind regards, [your name]

Final notice

When the second reminder goes unanswered

Subject: Final notice for invoice [invoice number] Hello [name], Despite our reminders of [dates of reminders], invoice [invoice number] for [amount] is still unpaid. Please pay the full amount by [final deadline]. If we don't receive it by then, we'll take further steps to recover it. Where agreed in our terms, late fees or interest may apply. If you've paid in the meantime, please send us the payment confirmation. Kind regards, [your name]

What a payment reminder should contain

A clear reminder gets paid faster than a vague one. Rules on fees, interest and collection differ by country, so check with your accountant or a lawyer before you add them.

Invoice number and date
So your client can find the invoice straight away.
Amount and due date
The outstanding amount with its currency and the date it was due.
A new deadline
A specific date, not "as soon as possible". Seven to fourteen days is common.
Payment details
Your IBAN and the reference to quote, so nobody has to look them up.
A copy of the invoice
Attach the original invoice. It saves a round of emails.
A way to reply
A name and a direct contact in case something is unclear or the client wants to arrange instalments.

How to use the payment reminder template

  1. 1

    Check that the payment is really missing

    Look at your bank account first. Payments sometimes arrive late or with a different reference.

  2. 2

    Pick the right stage

    Start with the friendly reminder. Move to the second reminder and the final notice only if the earlier ones go unanswered.

  3. 3

    Fill in the placeholders

    Replace everything in square brackets, attach a copy of the invoice and send the text by email or the Word letter by post.

  4. 4

    Note the new deadline

    Write down when you sent the reminder and the deadline you set, so you know when to follow up.

Related

Questions and answers

When should I send a payment reminder?

A few days after the due date is common. Many clients have simply overlooked the invoice, so the first reminder should stay friendly.

What's the difference between a reminder and a final notice?

A reminder assumes an oversight and asks politely for payment. A final notice sets a last deadline and says what happens if it passes. Send it only after at least one reminder.

Can I charge late fees or interest?

Only if they're agreed in your terms or allowed where you work. The rules differ by country, so check with your accountant or a lawyer before you add them.

Is the payment reminder template free?

Yes. Download the Word letter or copy the texts without an account and use them as often as you like.

What if the client still doesn't pay?

Call them and ask what's wrong. Often a payment plan solves it. If not, formal debt collection is the next step, and how it works depends on the country.

See which invoices are overdue

Buezli marks an invoice as late once its due date has passed and groups open amounts by age: 1 to 30, 31 to 60, 61 to 90 and over 90 days. You see at a glance whom to remind. CHF 99 per active user per year, 30 days free without a credit card.

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