How to Ask for a Late Payment (5 Polite Email Templates)
Chasing late payments is awkward, but staying professional and specific works better than going silent or getting angry. Here are five templates you can copy, paste, and adjust - escalating gently.
1. A few days before the due date (friendly heads-up)
Subject: Invoice INV-XXX due soon
Hi [Name], Just a friendly reminder that invoice INV-XXX for [$amount] is due on [date]. You can find it attached. Thanks so much - let me know if you have any questions! Best, [You]
2. The day after it is due (gentle nudge)
Subject: Invoice INV-XXX - quick reminder
Hi [Name], Hope you're well! Invoice INV-XXX for [$amount] was due yesterday ([date]) and I don't see it as paid yet. It may have slipped through - could you let me know when I can expect it? Invoice is attached again for convenience. Thanks, [You]
3. One week overdue (firmer, still kind)
Subject: Overdue: Invoice INV-XXX
Hi [Name], Following up on invoice INV-XXX for [$amount], now one week overdue. I'd appreciate payment at your earliest convenience. If there's an issue with the invoice or a delay I should know about, just tell me and we'll sort it out. Thank you, [You]
4. Two+ weeks overdue (final notice)
Subject: Final notice - Invoice INV-XXX past due
Hi [Name], Invoice INV-XXX for [$amount] is now [X] days overdue. Per our agreed terms, a late fee of [amount/percentage] now applies, bringing the total to [$total]. Please arrange payment by [date]. I value our working relationship and want to resolve this quickly - please reach out if anything is holding it up. Regards, [You]
5. Thank-you once paid
Subject: Payment received - thank you!
Hi [Name], Got it - thank you for the payment on invoice INV-XXX. Always a pleasure working with you. A receipt is attached. Best, [You]
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