Copy these three overdue-invoice emails, from a friendly first nudge to a clear final notice. Replace the parts in [brackets] with your own details.
The 3 reminder emails
1. Friendly reminder
Send on the due date or 1–3 days after.
Subject: Friendly reminder: Invoice #[1042] due on [15 March]Hi [Sarah],
I hope you're well. Just a quick reminder that invoice #[1042] for [$450.00] was due on [15 March]. If you've already sent the payment, please ignore this message, and thank you!
You can pay here: [payment link]
Best regards,
[Your name]
2. Firm follow-up
Send about 7 days after the due date.
Subject: Second reminder: Invoice #[1042] is now 7 days overdueHi [Sarah],
I'm following up on invoice #[1042] for [$450.00], which was due on [15 March] and is now 7 days overdue. Could you please arrange payment by [29 March]?
If there's an issue with the invoice, just reply and I'll be happy to help.
Payment link: [payment link]
Thanks,
[Your name]
3. Final notice
Send about 14–21 days after the due date.
Subject: Final reminder: Invoice #[1042] is overdueHi [Sarah],
Despite my earlier reminders, invoice #[1042] for [$450.00] remains unpaid. Please make the payment by [5 April] at the latest.
If I don't receive payment or hear from you by then, I'll need to pause any ongoing work and consider next steps. I'd much rather sort this out together, so a quick reply would be appreciated.
Best regards,
[Your name]
When to send each reminder
Friendly reminder: on the due date, or 1–3 days after.
Firm follow-up: about 7 days after the due date.
Final notice: about 14–21 days after the due date.
If the client replies or pays at any point, stop the sequence and thank them.
Tips for English-speaking clients
Always include the invoice number, amount, original due date and a direct payment link. Every extra step for the client delays payment.
Give a specific new date ("by 29 March") rather than "as soon as possible".
Keep the first reminder warm. Most late payments are forgotten, not refused.
Send during your client's working hours. A reminder that arrives at 3 a.m. their time sits under a pile of newer emails by morning.
US clients often think in "Net 30" terms. UK clients usually expect payment within 30 days unless your contract says otherwise. Put your terms on every invoice.
Let PingDue send these for you
PingDue sends polite reminders in your client's language, at their local working hours, and stops automatically when you're paid. Coming soon.