Free payment reminder email templates

Four escalating templates — friendly reminder to final notice — free to copy and use as-is.

Chasing unpaid invoices is uncomfortable, which is exactly why most people put it off until it's a real problem. Having the wording ready in advance removes the awkward part — you're not composing an accusation in the moment, you're sending a template you already decided was fair. These four escalate in tone as time passes; use whichever matches how overdue the invoice actually is.

1. Three days overdue — friendly

Assume good faith

Hi [Name], Just a friendly reminder that invoice [#] for [amount], due [date], hasn't come through yet. Could you let me know the status when you get a chance? Thanks!

2. Seven days overdue — following up

Slightly more direct

Hi [Name], Following up on invoice [#] for [amount] (due [date]) — it's now a week past due. Let me know if there's an issue on your end, or when I can expect payment. Thanks for your attention to this.

3. Fourteen days overdue — firmer

State the number, ask for a plan

Hi [Name], Invoice [#] for [amount] (due [date]) is now 14 days overdue. Please let me know if there's a problem, or when I can expect payment. If there's a reason for the delay, I'm happy to work out a plan — I'd just like to hear from you.

4. Thirty days overdue — final notice

Direct, no ambiguity

Hi [Name], Invoice [#] for [amount] (due [date]) is now 30 days overdue. Please arrange payment as soon as possible, or contact me if you'd like to discuss a payment plan. I'd appreciate a response by end of week.

A few things that actually matter

Send at fixed thresholds (3/7/14/30 days), not "whenever you remember" — irregular follow-up reads as disorganized, not scary.
Never skip a step. Jumping straight to "final notice" on day 5 burns a relationship faster than the money is worth, in most freelance/small-business contexts.
Keep the earliest ones genuinely friendly — most non-payment is disorganization, not malice, and treating it that way preserves the relationship if it was just an oversight.

These are exactly the templates Invoice Chaser sends automatically — a Google Sheets template that emails the right one at the right threshold with zero ongoing work from you, using your own Gmail. $12 once, vs. $20-50/month for SaaS equivalents (Chaser, Upflow).

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