When a payment is late, promptly send a professional, firm, yet polite reminder including the invoice number, due date, and amount. Start with a friendly nudge, increasing to firmer language if necessary, asking for a specific payment date while offering to answer any questions about the outstanding invoice.
I'm writing to you today regarding Invoice [Invoice Number], which is now [Number of Days] days overdue. The original invoice was sent on [Date], and the due date was [Due Date]. The total amount outstanding is [Amount Due]. I understand that unforeseen circumstances can sometimes delay payment.
Talking Points
To politely ask for late payment, send a friendly, factual reminder email the day after the due date, including the invoice number, amount, and a link to the original invoice, keeping a helpful tone and offering assistance for any questions or issues, while gently escalating firmness with subsequent reminders if needed, but always maintaining professionalism and offering payment options.
Hi [Name], I hope you're doing well! This is a friendly reminder that invoice [number], totaling [amount due], is due for payment on [Date]—one week from today. Please feel free to contact me if you have any questions about the invoice or payment details.
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.
We understand that it may be a busy time, but we wanted to remind you of your outstanding payment on invoice # [number] due [date]. We have attached an additional copy of the invoice for easy reference. If you have any questions regarding your payment, please don't hesitate to reach out.
If a customer still hasn't paid on this late invoice, follow up on your initial email after one week with a friendly payment reminder. If that doesn't work, send another reminder in two weeks, then one month later. Be clear about how late the invoice is and ask them to reach out if they have questions or concerns.
How can I deal with a late payment? Of course, it's best to avoid a late payment in the first place, but life can be unpredictable. If you can't help missing a payment, you should contact the company as soon as possible. Explain your situation, as they may be able to agree a temporary solution with you.
Start with the lightest touch (this usually works) and work your way up for more difficult cases:
10 most common excuses for late payments
What to do if a customer doesn't pay
Dear [Contact Name], I apologize that we have not yet been able to fill payment for invoice [Insert Invoice Number]. We are currently experiencing [cash flow issues, etc.] that are preventing us from being able to make payments in a timely manner.
Use Clear but Courteous Language. Politeness is key when requesting payment by text. Phrases like “friendly reminder” or “please complete payment securely” soften the tone while keeping the message professional. Avoid terms like “urgent” or “immediate action,” which can feel demanding.
This is a friendly reminder that your payment for [invoice number or description] is due on [due date]. You can make the payment using [payment method/link]. If you've already made this payment, kindly disregard this message. Thank you for your prompt attention to this matter, and I truly appreciate your business!
What To Say Instead of “I Just Wanted To Follow Up”
Email subject: Invoice #123 is two weeks overdue
We have now reminded you several times of your payment for Invoice #123, at the amount of $____. This is just another reminder that your payment is now two weeks overdue. Please send us a response if you received these reminders, or if you lost your invoice.
Send a polite but direct email on the due date
You can emphasize your desire to help by pointing out multiple payment options and asking if they have any additional questions regarding payment.
Here's how to do it:
How to Follow Up Without Annoying People
Instead of “gentle reminder”, you can use alternatives like “friendly reminder” or “kind reminder” to maintain a polite tone without sounding repetitive. Other polite reminder email phrases to consider include: “Just checking in…” “This might have slipped your mind”
To write an effective message reminder, follow a simple formula: