Payment reminder emails are tricky.

You have to maintain a balance of being polite enough to maintain a great relationship with your client, but stern enough that your client feels a sense of urgency to pay you.

Complete the following rules with the appropriate words:

confirm, well, payment, overdue, totalling, invoice,

1. Use a clear subject line, including the invoice number and the payment date:

Subject: Payment Reminder: #1 – due October 1

2. Start with a polite introduction

Hi {Client Name},

I hope you’re !

3.Make the payment terms clear

The most important part of your email is to remind the client how much is due, and when the payment is (or was) due. Don’t be vague: include the exact due date of the invoice and avoid making confusing statements like “due on receipt.”

If this isn’t your first reminder, you may want to use this opportunity to check with your client that they have actually received your invoice.

Can you please  receipt of this invoice? I’d like to confirm I have the right contact details for payments.

5. Include consequences of late payment (optional)

As a reminder of the payment terms, a late fee of 5% will be applied for every week the  payment is not paid.

6. Keep the copy short and friendly

Don’t say: You have to pay me by October 1.

Here’s how to write a great one-week reminder email:

Advanced Payment Reminder Email

Subject: Payment Reminder: Invoice #01 – Due October 1

Hi Maria,

I hope you’re doing well! This is a friendly reminder that invoice #1, totalling $1,000, is due for payment on October 1—one week from today.

Please feel free to contact me if you have any questions about the invoice or payment details.

Due Date Payment Reminder Email

It’s also advisable to send a payment reminder on the date the invoice is due. In this case, you still want to keep it friendly, but you should include more payment details.

Here’s a great example of a payment reminder email on the payment due date:

Subject: Payment Reminder: Invoice #01 – Due Today

Hi Maria,

Good morning! I just wanted to remind you that invoice #1, totalling $1,000, is due for payment today (October 1). 

I’ve reattached the invoice for your convenience. Payment can be made by direct deposit, bank transfer, or check.

One Week Late Payment Reminder Email

Once the client has reached a week without paying you, you have the green light to shift to a firmer tone.

Here’s how to write a late payment reminder email:

Subject: Payment Reminder: Invoice #01 – One Week Overdue

Hi Maria,

I hope all is well. My records indicate that I have yet to receive payment for invoice #1, totalling $1,000. The invoice was due on October 1st, making it a week overdue.

I’ve reattached the invoice for your convenience. Payment can be made by direct deposit, bank transfer, or check.