What every reminder email needs
A good reminder email is short, factual, and easy to act on. It should answer four questions in the first paragraph: which invoice, how much, when it was due, and how to pay.
- Subject line: include the invoice number and the word 'reminder' or 'overdue'.
- Greeting: use the contact's first name when you have it.
- First paragraph: invoice number, amount, original due date, and the easiest way to pay.
- Second paragraph (optional): a sentence acknowledging the relationship or asking if there is a problem.
- Sign-off: a real name, not 'the accounts team'.
First reminder — friendly
A first reminder goes out a few days after the due date. The tone is genuinely friendly because most overdue invoices are simply forgotten. Assume good faith.
Example: 'Hi Sam — just a heads-up that invoice INV-1042 (1,200.00, due 18 March) is still showing as unpaid on our side. The PDF is attached and you can pay by bank transfer (details on the invoice) or by card here: [link]. Let me know if anything is unclear.'
Second reminder — firm but professional
Around day +10 to +14 past the due date. The tone is firm but still respectful. Restate the facts, mention any late-fee policy, and ask for a confirmed payment date.
Example: 'Hi Sam — following up on invoice INV-1042 (1,200.00), now 12 days overdue. Per our terms, late payments accrue interest at 8% per annum after the due date. Could you confirm a payment date this week? If there is a query on the invoice, let me know what I can clarify.'
Final reminder — escalation
Around day +21 or later. This is the email that signals you are out of patience. Keep it factual — anything you write may end up in a debt collection file or small claims hearing.
Example: 'Hi Sam — invoice INV-1042 (1,200.00) is now 23 days overdue. Despite previous reminders we have not received payment or a response. Unless payment is received by [date 7 days out], we will pass this to [collection agency / our solicitor / small claims]. To resolve this directly, please pay by bank transfer or card link, or reply with a payment date.'
Mistakes to avoid
Three mistakes weaken almost every reminder email. First, blaming the buyer in the first reminder ('you have not paid us'). Second, attaching no payment link or invoice PDF — making it harder to pay than to ignore. Third, sending the same template every time, instead of escalating the tone in line with the cadence.