FREE LATE-PAYMENT REMINDER EMAILS
From rateandretainer.com

Replace everything in [BRACKETS]. Keep the tone polite and factual: written records matter if you ever need to dispute non-payment. Only mention a late fee if your signed agreement or accepted terms include one and local law allows it. These are general templates, not legal advice.

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1. Before the due date (optional)
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Subject: Invoice [INVOICE #] due on [DUE DATE]

Hi [NAME],

A quick heads-up that invoice [INVOICE #] for [AMOUNT] is due on [DUE DATE]. The payment link is below, and the invoice is attached.

If you need anything from me to process it, such as a PO number or a different billing contact, tell me and I will sort it out.

Thanks,
[YOUR NAME]

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2. One day after the due date (friendly)
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Subject: Invoice [INVOICE #]: payment not received yet

Hi [NAME],

I have not seen payment for invoice [INVOICE #] ([AMOUNT]) yet. It was due yesterday, [DUE DATE]. The invoice and payment link are attached again.

Could you let me know when to expect it? If it is already on its way, thank you, and please ignore this.

Thanks,
[YOUR NAME]

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3. One week late (firm)
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Subject: Invoice [INVOICE #] is 7 days overdue

Hi [NAME],

Invoice [INVOICE #] for [AMOUNT] is now 7 days past its due date of [DUE DATE], under the [PAYMENT TERMS] terms we agreed.

Please confirm the payment date by [DATE, 3 BUSINESS DAYS FROM NOW]. If there is a problem with the invoice or the work, tell me today and I will fix it right away.

I will pause new work on [PROJECT] until this is settled.

Thanks,
[YOUR NAME]

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4. Two weeks or more late (final notice)
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Subject: Final notice: invoice [INVOICE #], [AMOUNT] overdue

Hi [NAME],

Invoice [INVOICE #] for [AMOUNT] is now [DAYS] days overdue. I have sent reminders on [DATES] and have not had a payment date from you.

Please pay in full by [DATE, 7 DAYS FROM NOW]. Per our agreement, [IF YOUR AGREEMENT INCLUDES ONE: a late fee of RATE applies from DUE DATE]. If I do not hear from you by then, I will consider other options to recover the balance.

I would much prefer to settle this directly. Can we speak today?

[YOUR NAME]

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5. After payment arrives
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Subject: Payment received: thank you

Hi [NAME],

Thank you, I received payment for invoice [INVOICE #] today. A receipt is attached.

It has been a pleasure working with you, and I am glad to help again when [NEXT PROJECT OR TIMING] comes up.

Best,
[YOUR NAME]