# Payment Reminder Email Templates (7 Free, Copy and Paste) | Fieldmox > Seven payment reminder email templates for field service businesses: before the due date, on the day, and 3, 14, 30 and 45 days overdue, plus one for commercial accounts payable teams. Source: https://www.fieldmox.com/templates/payment-reminder-emails 1. [Home](https://www.fieldmox.com/) 3. Payment reminder emails 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](#before-due) Friendly On the due date [Due today](#due-today) Friendly 3 days overdue [Just past due](#3-days-overdue) Polite nudge 14 days overdue [Two weeks overdue](#14-days-overdue) Firm 30 days overdue [A month overdue](#30-days-overdue) Firm, with next step 45+ days overdue [Final notice](#final-notice) Final notice Commercial clients, any time after the due date [To a commercial accounts payable team](#accounts-payable) Matter-of-fact ## The templates 1. 1 · 3 days before the due date ### Heads-up before it's due Copy 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. 2 · On the due date ### Due today Copy 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 · 3 days overdue ### Just past due Copy 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. 4 · 14 days overdue ### Two weeks overdue Copy 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. 5 · 30 days overdue ### A month overdue Copy 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. 6 · 45+ days overdue ### Final notice Copy 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. 7 · Commercial clients, any time after the due date ### To a commercial accounts payable team Copy 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? Be brief and specific: name the invoice number, the amount, the due date and one easy way to pay, then offer to fix anything that looks wrong. Assume it was missed rather than refused. A friendly reminder before the due date prevents most late payments. When should I send the first payment reminder? Send a friendly heads-up 3 days before the due date, a short note on the day it's due, then follow-ups at about 3, 14 and 30 days overdue. For clients on Net 30 terms, the before-due reminder matters most, because it catches invoices that never reached accounts payable. What should the subject line of a payment reminder say? The invoice number and the status, for example "Invoice #1042 is due today" or "Invoice #1042 is now 14 days overdue". Clear subjects are easy to search for in an accounts payable inbox and are less likely to be skipped. Can I add a late fee to an overdue invoice? Only if your contract or invoice terms said so before the work was done, and within the limits of your state's law. If your terms don't mention a late fee, don't add one in a reminder. Put it in the terms for future work instead. How many reminders should I send before collections? Usually four to six over 45 to 60 days, including at least one phone call. Send a final notice that names a date and exactly what happens next, such as paused service or a collections agency, before you take that step. What if the client says the work wasn't done right? Stop sending reminders for that invoice and talk to them. Send the signed service report and photos, agree on what needs fixing, and confirm the new payment date in writing. Reminders about a disputed invoice only make the dispute worse. ## 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. [Book a meeting](https://www.fieldmox.com/book)