No one likes having to chase clients for payments, but it’s a reality for many home service providers. Sending a payment reminder email is an easy way to give slow clients a nudge and help you get paid for the work you’ve done.
While following up about overdue payments can feel awkward and uncomfortable, it doesn’t have to be. In this guide, we’ll walk you through five polite and professional email templates that you can use to collect payment for overdue invoices.
Here’s what we’ll cover:
Table of Contents
Friendly payment reminder templates and when to send them
Sending a friendly payment reminder letter or email can help you receive timely payment for unpaid invoices.
Copy and paste these payment reminder templates to send a polite reminder to customers with overdue or unpaid invoices.
Sample#1 Payment reminder email: before payment is due
Subject line: Upcoming payment reminder from [BUSINESS NAME]
Hi [CUSTOMER NAME],
Hope you are doing well. This is just a friendly reminder that payment for your unpaid invoice [INVOICE #] is due on [PAYMENT DUE DATE].
I’ve reattached the invoice for your reference.
Please feel free to contact me if you have any questions about the invoice, or if you’d like to arrange your payment. We accept the following payment methods: [PAYMENT METHODS].
Thank you for your business,
[BUSINESS NAME]
Send this invoice reminder email a couple of days before your invoice due date to prevent late payment.
If you’re following up on an invoice for repeat service, this is also an opportunity to recommend your customer set up recurring payments.
Sample#2 Payment reminder email: on the invoice due date
Subject line: Upcoming payment reminder from [BUSINESS NAME]
Hi [CUSTOMER NAME],
Hope you are doing well. This is just a friendly reminder that payment for your unpaid invoice [INVOICE #] is due on [PAYMENT DUE DATE].
I’ve reattached the invoice for your reference.
Please feel free to contact me if you have any questions about the invoice, or if you’d like to arrange your payment. We accept the following payment methods: [PAYMENT METHODS].
Thank you for your business,
[BUSINESS NAME]
Send this invoice reminder email a couple of days before your invoice due date to prevent late payment.
If you’re following up on an invoice for repeat service, this is also an opportunity to recommend your customer set up recurring payments.
Sample#3 Payment reminder email: on the invoice due date
Subject line: Upcoming payment reminder from [BUSINESS NAME]
Hi [CUSTOMER NAME],
Hope you are doing well. This is just a friendly reminder that payment for your unpaid invoice [INVOICE #] is due on [PAYMENT DUE DATE].
I’ve reattached the invoice for your reference.
Please feel free to contact me if you have any questions about the invoice, or if you’d like to arrange your payment. We accept the following payment methods: [PAYMENT METHODS].
Thank you for your business,
[BUSINESS NAME]
Send this invoice reminder email a couple of days before your invoice due date to prevent late payment.
If you’re following up on an invoice for repeat service, this is also an opportunity to recommend your customer set up recurring payments.
Sample#4 Payment reminder email: on the invoice due date
Subject line: Upcoming payment reminder from [BUSINESS NAME]
Hi [CUSTOMER NAME],
Hope you are doing well. This is just a friendly reminder that payment for your unpaid invoice [INVOICE #] is due on [PAYMENT DUE DATE].
I’ve reattached the invoice for your reference.
Please feel free to contact me if you have any questions about the invoice, or if you’d like to arrange your payment. We accept the following payment methods: [PAYMENT METHODS].
Thank you for your business,
[BUSINESS NAME]
Send this invoice reminder email a couple of days before your invoice due date to prevent late payment.
If you’re following up on an invoice for repeat service, this is also an opportunity to recommend your customer set up recurring payments.
What to include in your payment reminder message
Whether you chose to send one of the email samples above, or write your own payment reminder emails, your overdue payment letter should include:
- Copy of the unpaid invoice that includes an invoice number, amount owed, due date, date issued, and payment terms
- Contact information, such as your company phone number and email address
- Your preferred payment methods (like VISA, Mastercard, cash, or check) and instructions on how to pay
- Late fees or interest charges that may be applied to overdue invoices
- Polite sign-off, like thanks or warm regards
READ MORE: What to include on an invoice: must-haves to get paid
How to send a payment reminder email
If you typically communicate with your customer through email or text, make sure to use the same methods to send past due invoice reminders. But when payments start to get really behind, it’s fair game to use any methods available, like email, text, phone, or mail.
With Jobber’s invoicing software, it’s easy to monitor the status of your invoices and set up payment reminders that are sent to customers automatically.
Here’s what that process looks like:
1. Track your invoice status at a glance to see which invoices have been sent, which have been paid, and which invoices are overdue.
If you’re not getting any responses from emails or text messages, try supplementing them with a phone call, or even mailing a printed copy of the invoice to the address you have on file.
You want to ensure your invoices and reminders aren’t being sent to the wrong address. Using multiple methods can help you reach a client and avoid having to send unpaid invoices to debt collection agencies.
Just make sure you’re not sending too many messages at once. Give your clients a few days to respond with their payment before following up with a phone call.
Pro Tip: Prevent late payments from the get-go and improve your business’s cash flow by offering your clients convenient, touchless payment options.