Skip to main content 4 overdue invoice email templates that will help you get paid faster
“Late payments can cause real headaches for small businesses,” says Roz Hewitson, Product Manager at FreeAgent. They mess with your careful cashflow planning and add extra admin to your already-stacked plate. Not only that, our survey found that one in four business owners had felt their business’s future was in jeopardy because they weren’t paid promptly.
On a more personal level, you also have to deal with the awkwardness of contacting the customer to chase your money. “Automations like invoice reminders can help to chase up those payments without the manual effort - but you still have to manage those relationships,” Roz adds. What can you say that will help you get paid faster and, at the same time, not jeopardise your working relationship?
Here are a few ideas for overdue invoice emails that will help you get paid on time and, hopefully, ease those uncomfortable conversations.
1. Due soon
What’s better than successfully getting a late invoice paid? That’s right - the invoice never having been late in the first place!
This example isn’t technically for an overdue invoice, but prompting clients to pay before there’s a problem can be a very effective strategy. Even if you have payment terms that specify a number of days for the customer to pay upon receipt of your invoice, a gentle nudge before the due date could be the perfect reminder.
It’s best to keep this email simple, light and friendly. For example:
Hi [customer name],
This is a quick heads-up that invoice [number] is due soon. I’d really appreciate it if you could arrange the payment.
Any questions, please let me know.
Kind regards,
[Your name]
2. Due now
If you’re still waiting for a payment - or even a response - when the due date is up, it’s time to follow up with a polite reminder.
Although it is frustrating not to get paid on time, it’s best to give the benefit of the doubt at this point. There may well be a valid reason the customer hasn’t paid yet and you don’t want to put a damper on any future collaboration. Here’s an example:
Hi [customer name],
This is a reminder that invoice [number] is now due. I’d really appreciate it if you could arrange the payment as soon as possible.
Kind regards,
[Your name]
3. Overdue
The timing of this next reminder depends on your payment terms and whether you’ve heard from the customer at all. If they have been in touch to explain why they haven’t paid, you may wish to extend the due date or offer them a payment plan.
However, if they haven’t responded to your previous messages at all, it may be time to escalate. You might begin to fear that the customer is not planning to pay, but it’s important to remember that:
- you have done the work and you are entitled to be paid
- you are asking for no more than what you are due
- there’s nothing rude in asking to be paid - it is the customer who is being rude by not paying
When writing this email, you might want to take a more formal tone over the friendly tone of the previous emails. Remember that as a self-employed business owner, you operate in many different roles - in this case, you’re assuming the role of your business’s finance department. If you have late payment charges in your payment terms, you may want to remind them about this. For example:
Dear [customer name],
This is a reminder that invoice [number] is now [X] days overdue and beyond the set payment terms. Please arrange the payment as soon as possible to avoid escalation.
If you’re having any difficulties paying, let me know and we can discuss a solution. Please note that, as per my payment terms, overdue invoices can incur late payment charges.
Kind regards,
[Your name]
4. Very late
If your invoice is over a month past its due date, it’s easy to feel like you just won’t get paid. Don’t get too downhearted - you can still take action. There are legal methods you can use to try and get your money - just keep in mind that you did the work, so you’re entitled to get paid for it! Here’s an example of a final notice to a customer:
Dear [customer name],
This is a final reminder that invoice [number] is now [X] days overdue and beyond the set payment terms. If payment isn’t received by [date], we will begin legal proceedings.
Regards,
[Your name]
Bonus: thank you
Once you do receive their payment, don’t forget to follow up with a thank you. While you might not feel much like thanking them for an overdue payment, a little positivity can help to maintain relationships and reinforce good behaviour.
Hi [customer name],
We have now received your full payment against invoice [number]. Thank you for choosing [your business name].
Kind regards,
[Your name]
Save time by automating your overdue invoice emails
FreeAgent’s automatic invoice reminders can send your overdue invoice emails for you. Customise your templates, set up an easy payment link and get on with your work while your invoices chase themselves.
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