Overdue Invoice Email Template

Example email

Hi [Client],

I'm following up on invoice #1042 for [amount], which was due on [date]. It's now a week past due and I haven't seen payment come through yet.

If there's anything holding this up on your end — a PO number, a different billing contact — let me know and I'll sort it out right away.

Thanks,
[Your name]

When to use this template

This template is designed for invoices that are 7 days overdue. It strikes a polite, benefit-of-the-doubt tone that preserves the client relationship while gently surfacing the overdue invoice.

• ✓Opens with the invoice number or project name — not “I” or “I'm following up”
• ✓Asks one specific question that demands a concrete answer
• ✓Ends on a forward-moving note, not a passive sign-off

Template variations

Here's how this template adapts to different amounts and situations.

Use our free generator to create the exact version for your situation.

Frequently asked questions

When should I use this template?

Polite but clear reminder for invoices 7 days past due. This template works best for invoices that are 7 days overdue. It's designed to maintain good will while gently reminding the client.

Can I customize this email for my specific situation?

Yes. Click "Customize this template" below to open our free generator with the gentle nudge tone pre-selected. Add your client's name, invoice amount, and any context about the situation — the AI will rewrite the email to match perfectly.

How many times should I follow up on an unpaid invoice?

A standard escalation sequence has three steps: (1) a gentle reminder 1-3 days after the due date, (2) a firm follow-up 7-14 days later, and (3) a final notice at 21-30 days with clear consequences. After that, you may need to pause work or escalate to formal collections.