Free templates · Updated November 2026
Payment reminder email templates
A good payment reminder gives the invoice number, the amount, the due date and one easy way to pay, all in the first two lines. Send a friendly note 3 days before the due date and another on the day. If it's still unpaid, follow up at 3, 14 and 30 days overdue, getting firmer each time, and call before you send a final notice.
Seven templates written for field service businesses. Copy one, fill in the [brackets] and send.
When to send each one
| When | Template | Tone |
|---|---|---|
| 3 days before the due date | Heads-up before it's due | Friendly |
| On the due date | Due today | Friendly |
| 3 days overdue | Just past due | Polite nudge |
| 14 days overdue | Two weeks overdue | Firm |
| 30 days overdue | A month overdue | Firm, with next step |
| 45+ days overdue | Final notice | Final notice |
| Commercial clients, any time after the due date | To a commercial accounts payable team | Matter-of-fact |
The templates
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1 · 3 days before the due date
Heads-up before it's due
Subject: Invoice [#1042] for [service] is due [Friday, Nov 14]
Hi [First name], A quick heads-up that invoice [#1042] for [service] at [site address] is due on [Friday, Nov 14]. Amount due: [$480.00] Pay online: [payment link] The invoice is attached. If anything on it doesn't look right, reply here and I'll sort it out before the due date. Thanks, [Your name] [Company] · [Phone] -
2 · On the due date
Due today
Subject: Invoice [#1042] is due today
Hi [First name], Invoice [#1042] for [$480.00] is due today. You can pay online in a minute here: [payment link] If you'd rather pay by [check / bank transfer], the details are on the attached invoice. If it's already on its way, thank you, and please ignore this. [Your name] [Company] · [Phone] -
3 · 3 days overdue
Just past due
Subject: Quick reminder: invoice [#1042] is past due
Hi [First name], I haven't seen payment for invoice [#1042] ([$480.00], due [Nov 14]) yet. It's easy to miss, so here's the link again: [payment link] The original invoice is attached for reference. Could you let me know if there's a problem with it, or when we should expect payment? Thanks, [Your name] [Company] · [Phone] -
4 · 14 days overdue
Two weeks overdue
Subject: Invoice [#1042] is now 14 days overdue
Hi [First name], Invoice [#1042] for [$480.00] was due on [Nov 14] and is now 14 days overdue. I've attached it again. Please pay by [date, 7 days from today]: [payment link] If there's an issue with the work or the invoice, tell me what it is and I'll fix it. If you need to split the payment, call me and we'll agree a plan. [Your name] [Company] · [Phone] -
5 · 30 days overdue
A month overdue
Subject: Action needed: invoice [#1042] is 30 days overdue
Hi [First name], Invoice [#1042] for [$480.00] is now 30 days past its due date of [Nov 14], and I haven't heard back about it. Please pay by [date] using this link: [payment link] [Only if your terms or contract allow it: As set out in our terms, a late fee of [amount] applies to balances over 30 days.] If we can't settle this by [date], we'll need to pause scheduled visits on your account until it's paid. I'd much rather not, so please call me on [phone] if something's holding it up. [Your name] [Company] -
6 · 45+ days overdue
Final notice
Subject: Final notice: invoice [#1042], [$480.00]
Hi [First name], This is a final notice for invoice [#1042] ([$480.00], due [Nov 14]), now [45] days overdue. I've emailed on [dates] and called on [date]. Please pay the full balance by [date]: [payment link] If it isn't paid or we haven't agreed a payment plan by then, we will [pause all scheduled service / pass the balance to a collections agency / file in small claims court]. I'd still prefer to sort this out directly. Call me on [phone]. [Your name] [Company] -
7 · Commercial clients, any time after the due date
To a commercial accounts payable team
Subject: Invoice [#1042] / PO [#7781]: payment status?
Hello, I'm following up on invoice [#1042] for [$480.00], PO [#7781], for [service] at [site name and address] on [service date]. It was due on [Nov 14] under [Net 30] terms. Could you tell me where it is in your approval process, and whether you need anything else from us to release payment? For example a signed service report, a W-9 or a vendor form. The invoice and the signed service report are attached. Thank you, [Your name] [Company] · [Phone] · [Email]
What gets reminders paid
Put the facts in the first two lines
Invoice number, amount, due date and how to pay. Many people read only the preview. They shouldn't have to open the attachment to know what you want.
Give one easy way to pay
A pay-online link gets paid faster than "call us with a card". Put it on its own line.
Send commercial invoices to accounts payable
The site manager who booked you rarely pays the bill. Ask for the AP email when you set up the account, and always quote the PO number.
Attach proof of the work
A signed service report or before-and-after photos settle most "was this done?" questions before they hold up payment.
Get firmer, but stay polite
Each email can be shorter and clearer than the last one. Don't apologise for asking, and don't threaten anything you won't do.
Pick up the phone at 30 days
Email is easy to ignore. A short call usually finds the real reason: a lost invoice, a missing PO or a dispute about the work.
Questions about payment reminders
How do you politely ask a client for payment?
When should I send the first payment reminder?
What should the subject line of a payment reminder say?
Can I add a late fee to an overdue invoice?
How many reminders should I send before collections?
What if the client says the work wasn't done right?
Stop chasing invoices by hand
Fieldmox runs quotes, jobs, the technician app and invoicing in one place. It sends automatic reminders for unpaid invoices, and the owner's home screen lists every overdue invoice by age and the clients who owe the most.
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