Payment reminder email templates
Ten payment reminder messages for distributors and manufacturers: friendly nudge, overdue invoice, final notice and payment plan, with tone guidance.
By the PromptLab team24 October 20266 min read
Chasing an invoice is awkward, but it is part of selling on credit. Most late payments are not refusals. The invoice went to the wrong person, a purchase order number was missing, or the payment run simply slipped. A calm, specific reminder usually fixes it without damaging the relationship.
These templates run from a friendly nudge before the due date to a firm final notice. Start gently and move up only if there is no reply. Each one names the invoice, the amount and the date, so the buyer's accounts team can act on it straight away. For the order that comes before the invoice, read what is a sales order and what is a pro forma invoice.
Before the invoice is due
Subject: Invoice [Invoice number] is due on [Date]
Hi [First name], A quick reminder that invoice [Invoice number] for [Amount] is due on [Due date]. It covers order [Order number], delivered on [Delivery date]. The invoice is attached again, and our bank details are on it. If you need a purchase order number or a different billing contact on the invoice, tell me and I'll reissue it today. [Your name]
Use it three to five days before the due date, mainly for new customers or large invoices.
Subject: Invoice [Invoice number] for order [Order number]
Hi [First name], I've sent invoice [Invoice number] for [Amount] today. Could you confirm that it reached the right person in your accounts team? Payment terms are [Terms], so the due date is [Due date]. If your accounts team needs anything extra to process it, such as a PO number or a delivery note, I'll send it right away. [Your name]
Use it with a new buyer, to catch a wrong address before it costs you a week.
Just overdue
Subject: Invoice [Invoice number]: payment not yet received
Hi [First name], Our records show that invoice [Invoice number] for [Amount], due on [Due date], hasn't been paid yet. It may simply have crossed with your payment, in which case please ignore this. If it's still in your process, could you tell me when we can expect it? A copy of the invoice is attached. [Your name]
Use it a few days after the due date. Assume good faith and ask for a date.
Hi [First name], it's [Your name] from [Company]. Invoice [Invoice number] for [Amount] was due on [Due date] and I can't see the payment on our side yet. Could you check with your accounts team when it will go out? Happy to resend the invoice if that helps.
Use it where WhatsApp is your normal channel with the buyer. Follow it with the invoice by email, so accounts have the document.
Subject: Invoice [Invoice number]: how can I help?
Hi [First name], I noticed invoice [Invoice number] hasn't been paid. If there's a problem with it, such as a price, a quantity or a delivery issue, please tell me what it is and I'll look into it today. If the invoice is correct, could you confirm the payment date? Either way, I'd like to sort it out quickly. [Your name]
Use it when the silence feels like an unspoken dispute. Asking opens the door to the real reason.
Firmer follow-ups
Subject: Second reminder: invoice [Invoice number], [Number] days overdue
Hi [First name], I wrote on [Date] about invoice [Invoice number] for [Amount]. It is now [Number] days past its due date of [Due date]. Please let me have a payment date by [Day]. If there's a reason for the delay, I'd rather hear it and find a way forward together. [Your name]
Use it a week or so after the nudge. Ask for one specific thing: a date.
Subject: Your next order and invoice [Invoice number]
Hi [First name], Thank you for your new order [Order number]. Before we can release it, we need to clear invoice [Invoice number] for [Amount], which is [Number] days overdue. If you can arrange payment by [Date], I'll release the new order at once, so your delivery date holds. If there's an issue with the invoice, call me on [Phone] and we'll sort it out. [Your name]
Use it only if holding orders is your stated policy. Agree it with your manager first.
Subject: Invoice [Invoice number]: a payment schedule
Hi [First name], I understand that cash flow can be tight. For invoice [Invoice number] of [Amount], I can offer to split the payment into [Number] instalments: [Amount] on [Date], and [Amount] on [Date]. If that helps, please confirm and I'll note it on your account. This is a one-off arrangement for this invoice. [Your name]
Use it when the buyer is willing but short of cash. Get internal approval before you offer terms.
Subject: Final notice: invoice [Invoice number]
Hi [First name], This is a final reminder about invoice [Invoice number] for [Amount], now [Number] days overdue. We haven't received a reply to our earlier messages of [Date] and [Date]. Please arrange payment or contact me by [Date]. If we do not hear from you, we will have to pass the matter to [Our finance team / Our credit control] and review the terms on your account. I would much prefer to settle this directly with you. [Your name]
Use it as the last step, after earlier attempts. Keep the tone level and copy your finance team.
After payment
Subject: Payment received: invoice [Invoice number]
Hi [First name], Thank you, we've received your payment of [Amount] for invoice [Invoice number]. Your account is up to date. If you'd like to place your next order, I'm happy to help. [Optional line about a reorder or a new product.] [Your name]
Send it when the money lands. It keeps the relationship warm after an awkward few weeks.
How to choose the tone
- Match the buyer's history. A buyer who has paid on time for years gets a softer note than one who is late every month.
- Start with the invoice, not the accusation. "Invoice 1042 hasn't reached us" is easier to hear than "you haven't paid".
- Name a date. Every reminder should ask for a payment date or a reply by a day.
- Write to the person who pays. Often that is accounts payable, not your usual contact. Ask for the right name early.
Chasing late payers is easier when the order, the invoice and the buyer's earlier messages sit together. Spotting the pattern also helps when you set credit terms for an account.
Send them from your CRM
Frequently asked questions
When should I send the first payment reminder?
A friendly note a few days before the due date works for new or large accounts. For others, a short nudge two to five days after the due date is usual. Check your payment terms and the buyer's habits.
How do I chase an overdue invoice without damaging the relationship?
Assume an honest mistake first, name the invoice and amount, and ask for a payment date. Move to firmer wording only if you get no reply. Keep each message short and specific.
Can I send payment reminders on WhatsApp?
Yes, if that is how you normally talk to the buyer. Use it for a short nudge, and send the invoice by email as well so accounts have the document.
Should I mention late fees in a reminder?
Only if your contract or terms allow them, and you plan to apply them. Late fees and interest depend on your agreement and local law, so check before you quote any. This post is not legal advice.
Can PromptLab help me keep track of overdue payments?
Yes. Sales orders carry a payment status, a payment due date and the remaining balance, and Ask AI can list the customers with payments outstanding. Set a follow-up task for each reminder, and send it from the shared Inbox so the thread stays on the account.