8 Overdue Invoice Payment Reminder Email Templates

Amaey Anand

Senior Writer

8 Overdue Invoice Payment Reminder Email Templates

Key Takeaways:

  1. Maintain a professional and polite tone when writing an outstanding payment mail.
  2. If the reminder emails are ineffective, consider scheduling a meeting or phone call with the client to address the issue directly.
  3. Ensure outstanding payment reminder emails stand out using concise subject lines, updated payment information, and accepted payment methods.

How do you remind your client when a payment is overdue? You send invoice payment reminder emails to the company. But your email will be among the hundreds they receive daily.

Did you know that the typical email open rate averages 38.49% for various industries? Personalizing a payment follow up email is the best way to begin improving open rates.

 
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Remember that you need to maintain a professional attitude and a polite tone throughout the process to avoid damaging your relationship with the client.

So, let’s get started with some payment reminder template samples.

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Pro-tip

When crafting overdue invoice payment reminder emails, maintain a balance between assertiveness and professionalism. Clearly outline payment details, deadlines, and consequences of non-payment while maintaining a respectful tone. Personalize your emails and offer flexible payment options to encourage prompt resolution.

Overdue Invoice Payment Reminder Email Samples [Download Free Templates]

In this section, we’ll walk you through 8 invoice payment reminder email sample templates you can use at various intervals.

Mail 1 | Pre-Due Date Payment Reminder

When to send: 3-7 days before the invoice is due.

Prior to the scheduled payment date, you can actively send payment reminders to clients that include all the information they need to make the payment on time.  By starting this process early, you can prevent the client from forgetting about your invoice.

Ask politely for confirmation that the invoice has been received, stressing that the payment terms are not past due. This initial payment follow up email marks the first communication of this nature.

Type of email: Pre-Due Date Payment Reminder

Subject Line: Follow-up on Invoice #65456

Hi {first name of client},

We hope you are doing well.

This is {your name} contacting you on behalf of {company name} concerning the payment of {invoice number}, which we sent on {date}. It will be due next week.

We’re sure you must be busy. But it would be great if you could spare some time and take a look at the invoice. Please let us know in case of any questions.

Thank You,

{Your Name}

Mail 2 | Polite Overdue Invoice Reminder Email

When to send: 1-3 days after the invoice is overdue.

It is essential to be kind and professional when a payment is overdue. With the help of this outstanding payment reminder email template, you can compose a polite message to the client about the delayed payment.

 Here’s a template for your payment follow up email format. 

Type of email: Polite Overdue Invoice Reminder Email

Subject Line: Your Invoice {Invoice Number} is Overdue

Hi {first name of client},

This is a reminder that payment on invoice {invoice number} (total {amount}), which we sent on {date}, is 3 days overdue.

Please make the payment to the specified bank account on the invoice.

If you have any questions, do let us know. We will be happy to help!

Thank You,

{Your Name}

Mail 3 | Early Over Due Invoice Reminder

When to send: 5-7 days after the invoice is overdue.

Customers want you to think well of them. It’s possible that they get your payment reminder message but haven’t paid yet.

They did not acknowledge your prior messages. Regardless, you should not give up on collecting the sum of money that they owe you.

You’re aware of how frequently you’ve reminded them to pay. As a result, your tone should become more assertive.  Also, attach a copy of the invoice or send them a link to the original invoice so they can get it if they misplaced or deleted it. 

Take a look at this follow up payment email reminder:

Type of email: Early Over Due Invoice Reminder

Subject Line: Your Invoice {invoice number} Is 7 days Overdue!

Hi {first name of client},

Our records show that we haven’t yet received payment of {amount} for Invoice {invoice number}, which is overdue by 7 days.

Please look into this. In case the payment has already been made, kindly disregard this notice.

If you have lost this invoice, please find the original copy attached herewith.

Thank You,

{Your Name}

Mail 4 | Persistent Overdue Payment Reminder Email

When to send: 14-20 days after the invoice is due.

Send payment reminder messages if, after two weeks, the customer still hasn’t paid the bill. Even though it’s not urgent, you can now talk more confidently.  Inform your client that you will be sending follow-up messages.

Don’t forget to provide payment details, like the total amount and approved payment options. Simply include the invoice with your message.

To ensure that the payment follow up emails are reaching their intended recipient, it’s an effective strategy to request verification. Here’s a persistent overdue payment reminder email sample.

Type of email: Persistent Overdue Payment Reminder Email

Subject Line: Your Invoice {invoice number} is 14 days overdue!

Hi {first name of client},

We mailed you a number of times earlier to remind you of the {amount} due, which was sent on {date}. It is a reminder to say that payment is 14 days overdue.

If you have any queries regarding the payment, please reach out.

Attached is a copy of the invoice in case the previous one is misplaced. Please confirm and reply to this email as soon as possible.

Thank You,

{Your Name}

Mail 5 | Final Overdue Payment Reminder Email

When to send:  30-45 days after the invoice is overdue.

After multiple failed attempts to contact the client, you must take a more aggressive approach.

 If the customer takes your professionalism for granted, consider the possibility of receiving compensation for late payments. However, don’t lose the polite touch in your final notice for overdue invoice reminder email.

Type of email: Final Overdue Payment Reminder Email

Subject Line: Invoice {invoice number} from {date} is Overdue – Please Send Payment ASAP

Hi {first name of client},

This is a reminder that we are yet to receive payment {amount} owed on invoice {invoice number}.

Please note that, according to our terms, you may be charged additional interest on payment made 30 days after the invoice is issued.

Please don’t hesitate to get in touch with us in case of any queries regarding the payment.

If there are no issues, please organize the settlement of this invoice immediately.

Thank You,

{Your Name}

Mail 6 | Invoice Paid Confirmation

When to send: Immediately after you receive the payment.

It’s essential to notify your client as soon as the past-due payment has been successfully received. 

Even if your client delayed their payment, they have fully reimbursed the amount. It is a great opportunity to build a positive relationship further. In this email, you should acknowledge receipt and thank them for their cooperation. For your reference, we have a template:

Type of email: Invoice Paid Confirmation

Subject Line: Payment Received For Invoice – [Invoice Number]

Hi {first name of client},

Your invoice #[Invoice Number] with us is now complete. We have received your payment.

Thank you for your prompt resolution. You can view your payment details at [Link to Invoice].

Please keep this email for your records.

We look forward to serving you in the future.

Warm Regards,

{Your Name}

Mail 7 | Partially Paid Invoice Reminder

When to send: The moment you notice that a partial payment has been made. 

When a customer pays partially, you should acknowledge their contribution and politely remind them of the remaining balance. Here’s a proposed template that can help you get an idea:

Type of email: Partially Paid Invoice Reminder

Subject Line: Partial Payment Received. Balance Due On Invoice #[Invoice Number]

Hi {first name of client},

Thank you for the partial payment of [Partial Payment Amount] for Invoice #[Invoice Number].

Please note that a balance of [balance amount] from invoice #[ Invoice Number] is still due. To avoid late fees, please complete the payment at the earliest.

You can view and pay your remaining balance at [link to the invoice].

We appreciate your understanding in this matter.

Thank You,

{Your Name}

Mail 8 | Thank You Email For Timely Payments

When to send: The moment you receive your payment on or before the due date.

Developing positive relationships with customers is equally important as handling unpaid invoices. Acknowledging on-time payments helps you maintain good relations with your customers and promote positive behavior. Here’s a suggested template for you.

Type of email: Thank You Email For Timely Payments

Subject Line: Thank You For The Payment to Invoice #[Invoice no]

Hi {first name of client},

We want to extend our gratitude for your timely payment of Invoice #[Invoice Number].

Customers like you who consistently meet payment deadlines allow us to continue delivering the excellent services you expect and deserve.

Kindly feel free to contact us if you need additional help.

Thank you for your payment. We look forward to working with you again.

Warm Regards,

[Customer Name]

A Checklist For Your Outstanding Payment Reminder Email Format

Personalizing the emails is essential when you send invoice payment follow up emails to a company. Customizing your email will keep your brand identity intact and make you stand out from the crowd. Let’s see what you can include in your overdue invoice reminder email.

1. Keep The Subject Line Concise

When we receive a reminder for an outstanding payment email, we want it to be short. So, include your Company Name or Contact Name in the email’s subject line and body. It will help the recipient figure out who sent the email. Keep your subject line short, as email providers show a limited number of characters in the email.

Examples of Subject Lines By SoftwareSuggest

2. Include Updated Information

When creating an outstanding payment reminder mail format, it is critical to include information about a client’s invoice. This will help the client find out essential details. Besides, suppose you have a large client base. In that case, we recommend using e-invoicing software to streamline the payment process.

3. Clarify The Payment Options You Accept

To make payments easier for your customers, including the payment methods you accept – cash, credit card, check, mobile payments, money orders, or Automated Clearing House (ACH), in your outstanding payment reminder email.

4. Mention The Billing Date

Including the billing date in your outstanding payment reminder email is essential. This will help the client identify the payment that is overdue or coming up shortly. Moreover, it creates a sense of urgency and motivates the recipient to take immediate action.

5. Use The Right Tone

In order to come across as approachable, your tone should be:

  • Friendly: You’re writing in a way that makes your readers feel like they’re talking directly with you. Use words such as “we” and “our” rather than “I,” “me,” or “my.”
  • Conversational: It should sound like you’re conversing with your readers instead of addressing them formally. This helps them identify with you more quickly and makes the email easier to read.
  • Polite: Always use polite language when communicating with customers. Your goal is not just to address their immediate problem but also to build goodwill so that they’ll be more likely to recommend your product or service in future conversations.

6. Show Gratitude

While it may seem obvious, sending a thank you email when someone makes a purchase is an easy way to show appreciation and make them feel valued. 

How To Handle Persistent Non Payments?

If, after politely reminding them to pay, you follow up with them and have conversations, the client still doesn’t pay, it might be time to consider taking a stronger stance.

1. Connect With A Collection Agency

If your internal collection efforts are unsuccessful, you could need to hire a collection agency. However, it’s a good idea to try every possible option before doing so. These organizations are skilled at collecting unpaid bills. It’s essential to choose an agency that protects your reputation by placing a high value on treating your clients with respect.

2. Consider Taking Legal Action

It may be essential to take legal action to collect the outstanding debts. To fully understand the potential legal and financial consequences, it is important to seek legal advice before moving forward in this direction.

What Are The Benefits of Automating Invoice Reminders?

There are several benefits to using automatic invoice reminders. Let’s take a look at some of them.

Benefits of Automating Invoice Reminders By SoftwareSuggest

1. Enhanced Payment Timing

Payment processing can be hurried up via automated reminders, especially when combined with practical online payment options. The payment process is streamlined by removing barriers when a client receives a reminder with a direct online payment link.

2. Consistent Reminders

Invoice reminder software ensures that reminders are sent out on time and consistently, reducing the chance of reminders being skipped or delayed. This reliability makes it easier to consistently notify customers of their overdue payments.

3. Minimal Manual Effort

By automating the reminder process for invoices, you can devote more of your time to essential business tasks. When you use an automated system, you eliminate the need to remember to send out reminders as the system takes care of it for you.

How To Set Up Invoice Reminders?

To set up invoice reminders, you can follow the steps below:

Step 1: Register with the best invoice reminder software and go for a free trial.

Step 2: Customize your reminders so that they alert you before and after the dates on which your bills are due. Choose pre-made themes or create custom reminders that align with your brand.

Step 3: You don’t have to worry about sending the invoice reminder anymore! The software will automatically send out reminders to the clients.

Conclusion

Every business or individual needs consistent and timely payments to run and grow their business empire. However, it is a far-fetched dream since no company receives all payments on time. 

You’ll need professional tactics to secure late payments, including the above-mentioned outstanding payment reminder email samples. However, we are confident that if used properly, these late payment reminder emails will help you secure your overdue payment.

Frequently Asked Questions

To write a payment reminder email, maintain a polite tone; clearly state invoice details and deadlines, offer assistance, and personalize the message.

Yes, using a template for sending outstanding payment emails can save time, ensure consistency, and provide a structured approach to communicating payment reminders effectively.

The best payment reminder email format must clearly outline payment details, deadlines, and consequences of non-payment while maintaining a respectful tone.

Follow up on outstanding payment reminders with a balanced approach. Clearly communicate details and consequences while maintaining a respectful tone, offering flexible payment options for prompt resolution.

Yes, you can set up automatic payments for future invoices by configuring your payment settings to enable recurring payments or by using automated invoicing software.

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