Follow up on an invoice by sending a polite, professional email reminder 1–3 days after the due date, including the invoice number, amount, and a link to pay. Keep communication friendly but firm, gradually increasing the urgency of reminders (e.g., 1-15 days, 15-30 days) if payment remains outstanding. Automate this process using invoicing software to ensure timely follow-ups.
Be courteous and professional: Always start your communications with a polite greeting and an expression of gratitude for the business relationship. Clearly explain the situation: Specify the details of the unpaid invoice, including the past due date, and politely request an update on the payment status.
I hope this email finds you well. I wanted to politely remind you about Invoice [Invoice Number], which is currently [Number of Days] days overdue. The original invoice was sent on [Date] and the due date was [Due Date]. The total outstanding amount is [Amount Due].
How Do You Write a Friendly Payment Reminder?
Practical steps to chase an invoice politely
What is the correct time to issue an invoice? Put simply, you should issue the invoice as soon as the service is completed or the product is delivered. The sooner you issue the invoice, the more likely it will be on the customer's mind, and the quicker they'll pay the amount due.
How to write a follow-up email
Write something like: “Payment for Invoice # [Number].” Providing the invoice number in the subject line makes it clear what payment is overdue. A copy of the invoice: Save your customer the time finding your initial email by attaching a copy of your original invoice.
Use a polite and positive tone throughout
Instead, express understanding and willingness to assist if there are any issues. For example, phrases like: “Please let me know if you need any help with the payment process” “I understand things can get busy, so just wanted to send a quick reminder”
For overdue payments, Invoice Simple gives you the ability to email reminders to your clients. You can send as many reminders as you deem necessary. Here's how to send reminders. If an invoice is overdue, you will see a Send Reminder button on the edit screen.
A gentle reminder message sample usually starts with a polite opening, briefly states the purpose (e.g., following up on [Topic/Meeting/Invoice]), acknowledges the recipient might be busy, and asks for an update or action, making it easy to respond, often with a simple "Thanks!" or "Let me know if you need anything". Key elements include a clear subject line like "Quick Follow-Up on [Topic]" and a helpful tone that offers assistance if needed, rather than demanding an immediate response.
Following up after no response to an initial text
I'm [name] from [company name]. I wanted to follow up on my previous message about [topic] and schedule a quick call to understand your needs. Would any time between 10 AM and 6 PM tomorrow be good for you? Hi [client], just wanted to check in on my last message.
Once your customer has fallen into the outstanding invoice zone, it's time to send them a reminder. The best time to send out the first reminder is either 1 or 2 days after the due date. At this point in the process, it's always best to keep things light and polite.
But first, let's look at how to schedule your follow-ups.
How to write good reminder emails
How to Follow Up Without Annoying People
Here's a quick checklist to ensure your follow-up text hits the mark every time:
Be specific, concise, use soft words, and frame it as teamwork to express gratitude.
Tips for writing an effective payment reminder email
8 Tips To Write An Effective Invoice Email