6 payment reminder email templates for small businesses

Check the invoice before choosing a template

Confirm the agreed due date, outstanding balance, recipient and any recent payment or reply. If the customer has queried the work or amount, pause routine reminders and answer that query first. Replace every square-bracketed placeholder, use an unambiguous date such as 14 October 2026 and include only payment instructions you have checked.

Attach the correct invoice or explain where to find it. Use the customer's purchase order reference if there is one. An accounts team should be able to identify the invoice without searching a separate conversation.

1. A reminder before the due date

Use this when advance notice would help the customer arrange payment. Make clear that the invoice is not overdue, and avoid requesting earlier payment than the agreed terms.

Subject: Invoice [number]: due [date]

Hi [name],

A quick reminder that invoice [number] for [amount] is due on [date]. I've attached a copy for reference.

Payment details are on the invoice. Please use [reference] when paying.

If you need a purchase order reference added or have a question, please reply so we can resolve it before the due date.

Thanks,
[name / business]

2. A reminder on the due date

Keep this factual. “Due today” describes the position without implying that the customer has missed a deadline already. Check your records close to sending, especially if payments are recorded manually.

Subject: Invoice [number]: payment due today

Hi [name],

Invoice [number] for [amount] is due today, [date]. I've attached the invoice, including the payment details.

If you've already paid, please let me know the payment date and reference so I can match it to our records.

Please reply if anything needs checking.

Thanks,
[name / business]

3. The first overdue reminder

Start from what your records show. Payment may have been made but not matched, or the invoice may have reached the wrong person. Asking for an expected date gives the recipient a concrete reply.

Subject: Invoice [number]: payment date requested

Hi [name],

Our records show [amount] outstanding on invoice [number], which was due on [date].

Could you confirm when payment is expected? I've attached a copy in case it helps.

If payment has already been made, please send the date and reference. If there is a query holding this up, please let me know.

Thank you,
[name / business]

4. A follow-up when there has been no reply

Refer to the earlier message without repeating the full history. Use an accurate date and give a reasonable date for a reply. Do not send this if the customer has already responded with a question.

Subject: Follow-up: invoice [number]

Hi [name],

I'm following up on my message of [date] about invoice [number]. Our records still show [amount] outstanding.

Please could you confirm the expected payment date by [reply date], or let me know who handles this invoice?

If you need another copy or there is an issue to resolve, please reply here.

Thanks,
[name / business]

5. An agreed payment date has passed

Use this only after an actual commitment. Quote the agreed date neutrally and check for payment before sending. A promised date is useful follow-up information; it does not establish that funds have arrived.

Subject: Invoice [number]: update on agreed payment date

Hi [name],

Thank you for confirming payment of invoice [number] was expected on [agreed date]. We haven't yet matched the outstanding [amount] to a payment.

Could you confirm whether payment was sent, including its date and reference? If the timing has changed, please let me know the revised date.

Thank you,
[name / business]

6. A final routine reminder before personal review

This closes your routine email sequence. It is not a legal demand and should not imply a consequence you have not decided to take. Set a date when you will personally review the outstanding invoice.

Subject: Invoice [number]: response requested by [date]

Hi [name],

Our records still show [amount] outstanding on invoice [number], due on [due date].

Please reply by [reply date] with the payment status or details of any outstanding query. If someone else handles payment, please share the appropriate contact.

I will review the invoice after that date and contact you personally about the next step.

Regards,
[name / business]

Adapt the message, then record the outcome

Choose one request per email and retain a copy of what you sent. When a reply arrives, note the contact, payment date or issue and change your next action accordingly. Once payment is confirmed, update the invoice and stop future reminders. If the customer disputes it, move to a personal conversation rather than continuing the same sequence.