How to follow up on an unpaid invoice
Send a short, specific reminder as soon as an invoice is late, then follow up on a schedule, a little firmer each time. Below are a timeline and five reminder emails you can copy, from a friendly nudge to a final notice.
Last reviewed October 19, 2026. General guidance, not legal advice.
Before you chase
- Check the payment really has not arrived: bank, card processor, any partial payment.
- Check the invoice went to the right person, and to accounts payable if they have one.
- Check the invoice itself: amount, purchase order number, the client's company name.
A follow-up timeline
| When | What to send |
|---|---|
| 3 days before the due date | Optional. A short heads-up for a new client or a large invoice. |
| Due date, or the day after | Email 1: a friendly nudge with the payment link. |
| About 7 days late | Email 2: check it arrived and went to the right person. |
| About 14 days late | Email 3: ask when they will pay; offer a schedule. |
| About 30 days late | Email 4 and a phone call. |
| 45 to 60 days late | Email 5: a final notice that says what happens next. |
Keep each message short, specific (invoice number, amount, due date, link) and polite. Being firmer over time works better than being angry once.
Five reminder emails you can copy
Replace the parts in square brackets. Copying uses your clipboard only; nothing is sent from this page.
1. On the due date, or the day after: a friendly nudge
Subject: Invoice [number] is due today
Hi [name],
A quick reminder that invoice [number] for [amount] is due today, [due date]. You can view and pay it here: [link].
If it's already on its way, thank you, and please ignore this.
Best,
[your name]
2. About a week late: check it arrived
Subject: Invoice [number]: did it reach you?
Hi [name],
I haven't seen payment for invoice [number] ([amount], due [due date]) yet, so I wanted to check it reached the right person. A copy is here: [link].
If there's a problem with it, or someone else handles payments, just let me know and I'll sort it out.
Thanks,
[your name]
3. About two weeks late: ask for a date
Subject: Invoice [number] is two weeks overdue
Hi [name],
Invoice [number] for [amount] was due on [due date] and is now two weeks overdue. Could you let me know when I can expect payment?
You can pay here: [link]. If paying in full now is difficult, reply and we can agree a schedule.
Thanks,
[your name]
4. About a month late: be direct, and call
Subject: Overdue: invoice [number], [amount]
Hi [name],
Invoice [number] for [amount] is now [days] days overdue, and I haven't had a reply to my earlier emails. Please arrange payment by [date] or tell me what's holding it up. I'll call you on [day] to follow up.
Payment link: [link]
Regards,
[your name]
5. Final notice
Subject: Final notice: invoice [number]
Hi [name],
Invoice [number] for [amount] has been overdue since [due date]. If I don't receive payment or hear from you by [date], I'll [the next step you are entitled to take, for example pause work under our agreement].
I'd much rather settle this directly. You can pay here: [link].
Regards,
[your name]
If you call
Ask whether they received the invoice, whether anything is wrong with it, and when it will be paid. Agree a date, then confirm it in a short email the same day.
If they still don't pay
- Offer a payment plan in writing, with dates.
- Pause further work, if your contract allows it.
- Add late fees or interest only if your contract provides for them and the law where you work allows them.
- For larger amounts, a small-claims court, a collections agency or a lawyer. Rules and limits vary by state and country, so check yours first.
This page is general guidance, not legal advice.
Making the next invoice easier to collect
- Agree payment terms before the work starts and print them, with the due date, on every invoice. See net 30 payment terms.
- Invoice as soon as the work or the period ends.
- Ask new clients for a deposit on larger jobs.
- Include a payment link so paying takes one click.
- Send reminders on a schedule instead of when you remember.
Questions
How do I politely remind a client to pay an invoice?
Keep it short and assume good faith: the invoice number, the amount, the due date and a payment link, and "if it's already on its way, thank you". Email 1 above is written that way.
How do you typically follow up on overdue invoices?
On a schedule: a nudge on or just after the due date, a check that it arrived about a week later, a request for a payment date at two weeks, a call at about a month, and a final notice after that.
How do I write an email to follow up on an overdue invoice?
Put the invoice number in the subject. In the body give the amount, the original due date and how many days late it is, a payment link, and a clear ask: pay, or tell me when. The five emails above cover each stage.
How do I ask about an unpaid invoice without sounding rude?
Ask whether it arrived and whether anything is wrong with it. Most late payments are lost emails, missing purchase order numbers or the wrong contact, and that question surfaces them.
How do you say "gentle reminder for payment"?
"A quick reminder that invoice [number] for [amount] is due today. You can view and pay it here: [link]." Short, specific and friendly.
How do I send reminders for overdue invoices automatically?
Use invoicing software that emails clients on a schedule after the due date. Honest Day sends them 3, 10 and 21 days late by default, with a link to the invoice; you can change the days and the wording on Premium.
Related
Let the reminders go out on time.
Honest Day emails overdue reminders 3, 10 and 21 days late with a link to the invoice, and you can send one by hand from any invoice. Automatic reminders are Premium, and included free while a workspace has one person in it.