You can sum up payment reminder emails in one word—tricky. You’ve delivered the service, sent the invoice, and waited patiently—yet the payment hasn’t come through. Now you’re in that awkward position where you need to follow up without sounding pushy. That’s exactly what makes payment reminder emails so challenging.

You need to be polite enough to maintain a good client relationship, but also clear and direct to ensure timely payment. An irregular payment cycle can disrupt your cash flow and stall business growth. To keep your operations running smoothly, it’s essential to send a polite reminder email that gets noticed—and acted on.

In this guide, you’ll learn how to write polite reminder emails that hit the right tone, what details to include, when to send them, and how to increase your chances of getting paid on time. Let’s make follow-ups easier and more effective.

How to Write a Polite Reminder Email

Whether you get payment on times or not, depends largely on how good you're at communicating payment reminders via email. For that, you need to learn how to write a polite reminder email.

Ofcourse there's no one size fits all approach here. The idea is to know what to include in your payment reminder emails, what structure to follow, email templates you can use, best practices, and common mistakes to avoid.

Let's start with understanding the structure of the payment reminder emails:

A Compelling Subject Line

An ideal subject line should not exceed the word limit of 10 words. It should be concise and clear. It is best if you can add the reference number or the order number (if any) in the subject line itself so that it states your message clearly.

If your payment is long overdue, you can add 'URGENT' or 'IMPORTANT' to make sure your client opens the email.

A Polite Reminder Email

Be it a cold email or a long overdue payment reminder email, starting with a warm greeting is standard practice. Address your client by their first name so that it seems more personal. 

Your greeting should not be too formal yet professional. Starting with a 'Hi,' 'Hello,' or 'Hey' can do the trick. On the flip side, using 'To whom it may concern' sounds like a generalized statement, so avoid using it.

Always remember that the 'the shorter, the better' formula is best for business emails. Your goal is to convey the message as concisely as possible. So, try to make your email body short and to the point. 50-100 words are the ideal word count for the email body.

As we've mentioned above, attach the invoice with the email. Lastly, don't forget to add additional info, such as paying methods, due dates, and late fees, if necessary.

Once you have conveyed your concerns, it is essential to end the email with a proper closure. You can thank them for doing business with you or encourage them to associate with your company again.

Sign Off and Optimization

Your customer needs to know who exactly is asking for monetary transactions. So, once you are done writing the email body, include your name as 'All the best, name,' 'Regards, name,' etc. for clarification.

Enter your company's physical address to make your email look more professional.

Now comes the most critical part–brand optimization. Once you compose your email, optimize it with your brand logo and tagline. It would make your email look professional.

What To Include In Your Payment Reminder Emails

The first question that occurs in your mind is, what things should you add to your friendly email reminder for payment?

Well, it depends on the type of your business, your relationship with the customer/client, and the type of service you offer or the product you sell.

There are certain things you need to include in your invoice reminder emails irrespective of the type of your business, such as:

• Business name
• Contract with client
• Outstanding invoice
• Due date
• Due amount
• Terms & Condition

Some other optional things:

• Penalty/late fee/Interest rate
• Transaction methods
• Read receipts
• Outstanding invoice

When To Send Reminder Emails For Payment

The success of your reminder often comes down to timing.

Here are four points in the billing cycle when reminders are appropriate:

• Before the Due Date: Send a gentle nudge 3–5 days before the payment is due.
• On the Due Date: A polite same-day reminder ensures it’s on their radar.
• 3–7 Days After Due Date: A follow-up in this window strikes a balance between patient and persistent.
• Two Weeks Later: If unpaid, this message can be more direct—yet still professional.

Setting a consistent reminder schedule helps you stay organized and reduces the chance of delays.

13 Payment Reminder Email Templates: Examples

Template 1: First Payment Reminder

Use this when the payment is due in 3–5 days.

Subject: Urgent: Payment due on {{date}}

Hi {{recipient name}},

We hope this email finds you well and would love to hear about your experience with our product.

We're reaching out because we've noticed you haven't made any payments recently.

Please be sure to reply to this email so we can get in touch with you about your account and transaction options.

Cheers!

{{sender name}}

Template 2: Payment Reminder Follow Up

Use this on the day payment is due.

Subject: Payment Reminder

Hello {{recipient name}},

I hope you are enjoying our services.

I wanted to follow up on the invoice number {I sent you. We would appreciate your prompt consideration. You can pay via credit card or contact us at {contact number} if you have any questions.

Best,

{{sender name}}

Template 3: Overdue Reminder Template

Use this when payment is 5–7 days overdue.

Subject: ATTENTION, overdue {{invoice number}} for {{client’s name}}

Hey {{first name}},

I am writing this to remind you about the overdue {{invoice number}}, due on {{due date}.

PFA your unpaid invoice here: {{link}}

We offer you a grace period of one week, after which a late charge of 5% on the outstanding balance will apply.

Kindly let us know when we can expect the transaction or if there's any discrepancy we can resolve.

Thank you,

{{sender name}}

Template 4: Second Overdue Reminder

Use this when it’s been over 1 week since the due date.

Subject: Second Follow-Up: Invoice Still Unpaid

Hi [First Name],

Just a follow-up regarding Invoice #456, which is still pending as of [Date]. Kindly review and let us know if there’s a delay on your end.

We’ve attached the invoice again for your reference.

Best regards,
[Your Name]

Template 5: Final Notice Before Late Fee

Use this before applying late fees.

Subject: Final Reminder Before Late Fee Applies

Hi [First Name],

This is a final reminder for Invoice #456, originally due on [Due Date]. A late fee of 5% will be applied if payment isn't received by [Late Fee Date].

Please let us know if you need any assistance.

Regards,
[Your Name]

Template 6: Friendly Check-In for Recurring Client

Use this when working with a long-term or repeat client.

Subject: Quick Check-In on Invoice #456

Hi [First Name],

Just checking in to see if you had a chance to review Invoice #456. Let me know if there's anything holding up the process or if you need more time.

Thanks again for your continued partnership.

Best,
[Your Name]

Template 7: Payment Reminder with Flexible Terms Offer

Use this if the client may need alternate terms.

Subject: Need More Time for Invoice #456?

Hi [First Name],

We noticed Invoice #456 is still pending. If you’re facing any issues, we’re happy to discuss a payment plan or timeline that works better.

Let us know how you'd like to proceed.

Warm regards,
[Your Name]

Template 8: Reminder with Payment Link

Use this if you offer online payment options.

Subject: Quick Reminder: Pay Online for Invoice #456

Hi [First Name],

You can settle Invoice #456 quickly using the link below:[Insert Payment Link]

Let us know if you have any questions.

Thanks,
[Your Name]

Template 9: Post-Payment Thank You

Use this after receiving payment to close the loop professionally.

Subject: Thank You for Your Payment

Hi [First Name],

Thanks for your recent payment for Invoice #456. We appreciate your prompt response and look forward to working with you again.

Best,
[Your Name]

Template 10: Short & Direct Payment Reminder

Use this when you need a no-fluff approach.

Subject: Reminder: Payment Due

Hi [First Name],

Just a reminder that payment for Invoice #456 is still due. Please find the invoice attached.

Let me know if you need anything.

Regards,
[Your Name]

Template 11: Payment Reminder with Call Option

Use this when email isn’t getting a response.

Subject: Payment Reminder + Phone Check-In

Hi [First Name],

Following up on Invoice #456. If email isn’t the best channel, happy to schedule a quick call to resolve this.

Looking forward to your response.

Best,
[Your Name]

Template 12: Friendly Nudge with Invoice Summary

Use this to simplify the reminder with a recap.

Subject: Quick Summary: Invoice #456

Hi [First Name],

Here’s a quick summary of your pending invoice:

• Amount: $XXX
• Due Date: [Date]
• Invoice Number: #456

Please let us know once processed.

Thanks,
[Your Name]

Template 13: Reminder for Subscription or Retainer Payment

Use this if you're billing on a regular schedule.

Subject: Subscription Payment Reminder

Hi [First Name],

This is a reminder for your [Monthly/Quarterly] subscription. Invoice #456 is due on [Due Date].

Please let us know if you'd like to update your billing info.

Thanks,
[Your Name]

Remember to customize the above payment reminder email formats to fit your unique requirements.

Best Practices To Create Payment Reminder Email

Sending a payment reminder email isn’t just about asking for money—it’s about doing it in a way that’s respectful, clear, and effective.

These best practices will help you write polite payment reminder emails that maintain professionalism while increasing your chances of getting paid on time.

1. Clear and Concise Subject Line

Your client should understand the email by reading the subject line. The ideal length should be around ten words. Try including their first names to personalize and ensure your client opens it.

Keyword-based subject lines work better for friendly reminders of overdue amounts. For example, include 'payment reminder' in the subject line to get a clear idea.

Here are some examples you can use:

• "Anton, Invoice #11 is due on 11th October."
• "Payment reminder: Payment for your last order is due."
• "URGENT: Overdue of Invoice #23"

You can consider including the invoice number or order number and the payment date to be more specific.

2. Attach the Original Invoice

Remember that it's your responsibility to remind the client about the due.

Don't make your customers go through the hassle of digging out the invoice, and send a copy of the invoice as an attachment to your friendly email reminder for payment.

3. Ask Politely

You may be frustrated with the long overdue payment. Whatever the reason, you shouldn't sound frustrated while sending a friendly reminder for payment.

Greet your client graciously by their name and add a line or two wishing them well or congratulating them on their achievements, then convey your payment request politely, maintain a friendly tone, and attach the overdue invoice with the mail.

Automation of late payment reminder emails can help your business save time and effort.

4. Include Details Clearly

Although it is important to sound polite, you should clearly include all the necessary details. Don't sound vague; add a call to action to inform them how to make the due payment.

For example, "You can pay with a Debit/Credit card, cheque, or cash."

If there are any late payment fees or interest provisions, mention that (including the exact numbers).

Pro Hack: Use a payment collections agency to make payments more effortless. Add your bank details or unique transaction ID to make the process easier for your clients.

5. Be Specific

This is the most vital part of your email body. You should be very specific about reminding your client of the payment date, purchase/service date, and payment details.

Also, avoid using confusing statements. Moreover, if you are sending overdue payment request emails, mention the exact days, weeks, or months in the mail for timely payments.

6. Keep it Short and Polite

As the name suggests, friendly reminders for payment should be short and 'friendly.' Before hitting the 'send' button, make sure everything you have said is in a polite tone.

For example, don't say, 'You have to pay by 1st October'; instead, say, 'Your payment is due on 1st October'.

Also, check for grammatical errors and typos in your emails and proofread your copy at least once. The recommended word count for payment reminder emails is 50-100 words.

7. Keep the Timing in Mind

Imagine receiving a payment reminder email just before bedtime. It doesn't feel nice, right?

Also, it is a standard practice to send emails during business hours to get maximum email open rates. So, send your payment reminder emails during business hours and follow up after a certain period–most likely within 24-48 hours.

8. Utilize Email Automation

Writing individual emails for each of your clients and personalizing them is a tiring and time-consuming process.

Use email automation software like HubSpot, Outreach, GetResponse, etc., to automate your friendly reminder. You can utilize Smartlead.ai for its AI-powered writing assistance for creating personalized email copies and automating follow-ups.

Common Mistakes to Avoid in Payment Reminder Emails

Even a well-intentioned payment reminder can backfire if it’s not handled properly. Here are the most common mistakes businesses make—and how to avoid them:

1. Being Too Aggressive

It’s natural to feel frustrated about late payments, but harsh or demanding language can damage client relationships. Avoid phrases that sound like ultimatums. Instead, use polite and professional language that reinforces the importance of timely payment without sounding confrontational.

Example: Instead of saying, “You must pay immediately,” try, “Just a quick reminder that payment is still pending on Invoice #12345. Let us know if you need any support.”

2. Lack of Clarity

Vague reminders lead to confusion and delays. Always include the key details: invoice number, amount due, due date, and how to pay. If your instructions are unclear, your client may put off responding—or worse, ignore the email.

Tip: Use a clean and easy-to-read format. Bullet points can help highlight the key information at a glance.

3. Inconsistent Follow-Up

Sending one reminder and forgetting to follow up can reduce your chances of getting paid. On the flip side, too many reminders at irregular intervals can come off as disorganized.

Solution: Set a reminder cadence. For example: 5 days before due date, on the due date, 3 days after, and a final follow-up after one week.

4. Ignoring the Client’s Perspective

Not every late payment is due to negligence. Clients may have cash flow issues, internal delays, or missed the original invoice altogether. If you don’t account for this, your email might feel insensitive.

Approach: Include a line offering support or flexibility. For example, “If there’s any issue or if you need more time, feel free to reach out.”

How To Avoid Late Payments In The First Place?

Here are some strategies to prevent late payments in the first place:

• Clear Invoices: Make sure your invoices are clear and easy to understand. Include all relevant information like the due date, amount due, and payment methods accepted.
• Online Payment Options: Offer convenient online payment options like credit card processing or a payment portal. This makes it easier for customers to pay quickly and easily.
• Automatic Payments: If possible, consider offering automatic payment options where the invoice amount is automatically deducted on the due date.
• Late Fee Policy: Have a clear late fee policy in place and outline it on your invoices. This discourages late payments by making the consequences clear.
• Communication: Maintain open communication with your customers. If you know they might be facing financial difficulties, reach out and discuss a payment plan.

By implementing a combination of these strategies, you can significantly reduce the number of late payments you receive.

Conclusion

Reminding a client about the due amount without sounding harsh or a money-grubber is no less than any art.

We hope you have learned how to write and send friendly reminders for payment to your clients. Remember that once you receive the amount, don't forget to send a thank you email.

One tip: Payments from customers can be late sometimes. Consider asking your clients politely for 60 days. Once you cross the threshold of 60-days, you might consider sending a legal notice and hiring a collections agency to collect the outstanding money and keep the cash flow intact.

With that, we'll take our leave.

See you soon, take care!