How to follow up on an unpaid invoice (with email templates)
A simple follow-up schedule for late invoices and polite, copy-ready email templates for each stage, from the friendly reminder to the final notice.
Most unpaid invoices aren't a dispute. The email got buried, the person who approves payments was away, or the client meant to pay and forgot. A clear, polite follow-up routine fixes most of them without any awkwardness.
A follow-up schedule that works
| When | What to send |
|---|---|
| 3 days before the due date | Friendly heads-up |
| On the due date | "Due today" reminder |
| 3–7 days late | First overdue reminder |
| 14 days late | Firmer reminder, ask for a payment date |
| 30 days late | Final notice, state the next step |
Always resend the invoice or the payment link with every message so the client never has to search for it.
Templates
1. Before the due date
Subject: Invoice INV-0042 due Friday
Hi Dana, a quick reminder that invoice INV-0042 for $2,000 is due this Friday, April 14. You can view and pay it here: [link]. Thanks!
2. On the due date
Subject: Invoice INV-0042 is due today
Hi Dana, just a note that INV-0042 ($2,000) is due today. Here's the link to pay online: [link]. If it's already on its way, thank you and please ignore this.
3. A few days late
Subject: Invoice INV-0042 is now past due
Hi Dana, I haven't seen payment for INV-0042 ($2,000), which was due on April 14. Could you take a look? Here's the link again: [link]. If there's a problem with the invoice, let me know and I'll sort it out.
4. Two weeks late
Subject: Following up: INV-0042, 14 days past due
Hi Dana, INV-0042 for $2,000 is now two weeks past due. Can you let me know when I can expect payment? If it helps, I'm happy to split it into two payments. Pay online here: [link].
5. Final notice
Subject: Final notice: INV-0042
Hi Dana, INV-0042 ($2,000) is now 30 days past due and I haven't heard back. Please pay by April 30 using this link: [link]. After that date, [late fees will apply under our agreement / I'll need to pause further work / I'll pass this to collections]. I'd much rather sort this out directly, so please reply if there's an issue.
Only state a consequence you're actually prepared to follow through on.
Tips that get you paid faster
- Make paying easy. A pay-online link beats "please send a check."
- Call after two emails. A short, friendly phone call often resolves it in a minute.
- Offer a plan. Two payments now is better than one payment never.
- Ask for a date. "When can I expect it?" gets a commitment; "just checking in" doesn't.
- Prevent it next time. Take a deposit, use shorter payment terms, and invoice the day the work is done.
Let the reminders send themselves
Invoicefy sends reminders like these automatically, before and after the due date, with the pay link included. They stop as soon as the invoice is paid, and you can see every reminder that went out on the invoice.