What should a payment reminder email say?

Keep it short and specific. Name the invoice number, the amount, and the original due date, give one clear ask ("could you confirm when this will be paid?"), and include a payment link or your bank details so paying is a single step. A polite, factual tone works better than an apology or a threat.

How long should I wait before sending a payment reminder?

Send the first reminder on the due date or the day after, while the work is fresh and the invoice is top of mind. Waiting a week or two lets the amount go cold and signals that your terms are flexible. A short pre-due nudge a few days before the date also helps invoices get paid on time rather than chased late.

How many payment reminders should I send?

Usually three is enough before you escalate: a first reminder on or just after the due date, a firmer nudge at about 7 days overdue, and a final notice at about 14 days that sets a clear deadline and names the next step. Consistency matters more than volume, most money is lost because the follow-up simply stops, not because too few emails were sent.

Should I charge late-payment interest in a reminder?

On business-to-business debts in the UK you are entitled to statutory interest at the Bank of England base rate plus 8%, plus a fixed compensation sum. You rarely need to invoke it early, but mentioning it calmly in a final notice often gets a stalled payment moving. Work out the figure with the late-payment interest calculator before you quote it.

Is it better to phone or email about a late invoice?

Email first, because it is low-friction, keeps a written record, and gives the client a link they can act on immediately. If two or three emails go unanswered, a short, friendly phone call often unblocks it faster, then follow the call with a one-line email confirming what was agreed.

How to Write a Payment Reminder Email (Templates)

The short answer: keep it brief, factual and polite. Every reminder should carry the invoice number, the amount owed, the due date, a single clear ask, and a way to pay in one click. Change the tone, not the facts, as the invoice gets later: friendly at first, firmer at a week, formal at two weeks.

What every payment reminder needs

Whatever the stage, a reminder that gets paid tends to include the same five things: the invoice number so it is easy to find, the exact amount, the original due date so the client can see it is overdue, one clear ask rather than a vague "just checking in", and a payment link or your bank details so acting takes seconds. Assume good faith, most late payments are an oversight, not a refusal, and lead with that.

Template 1: first reminder (on or just after the due date)

Warm and low-pressure. The goal is a gentle prompt, not pressure, because at this point it is almost always simply forgotten.

Stage 1 - friendly

Subject: Invoice [number] - due [date]

Hi [name],

Hope you are well. Just a quick note that invoice [number] for [amount] was due on [date].

If it is already in hand, thank you and please ignore this. If not, you can pay it here: [payment link].

Any questions about the invoice, just let me know.

Best,
[your name]

Template 2: a firmer nudge (about 7 days overdue)

Still polite, but clearer that the payment is now late and that you would like a date. Ask a direct question so the client has to respond.

Stage 2 - firmer

Subject: Overdue: invoice [number] ([amount])

Hi [name],

Following up on invoice [number] for [amount], which was due on [date] and is now [X] days overdue.

Could you let me know when I can expect payment, or if there is anything holding it up? You can settle it here: [payment link].

Thanks,
[your name]

Template 3: final notice (about 14 days overdue)

Formal, with a clear deadline and the next step named. This is where you can note your right to statutory interest on a commercial debt, calmly and factually.

Stage 3 - final notice

Subject: Final reminder: invoice [number] now [X] days overdue

Hi [name],

Invoice [number] for [amount] is now [X] days overdue, despite earlier reminders.

Please arrange payment by [deadline, e.g. 7 days from today]. You can pay here: [payment link].

If it remains unpaid after that date, I may add statutory late-payment interest and a fixed compensation sum, as I am entitled to on a commercial debt, and consider further steps.

I would much rather resolve this simply, so do get in touch if there is a problem.

Best,
[your name]

A cadence that works

A simple rhythm beats sending on impulse: an optional short reminder a few days before the due date, the first reminder on the due date or the day after, a firmer nudge at about seven days overdue, and a final notice at about fourteen days. If the final notice passes unanswered, the next move is escalation, and that is where a letter before action and statutory interest come in. Consistency is the whole game: most money is lost not to bad payers but to the follow-up that quietly stops.

Where Kelo fits

Writing each of these from scratch, in the right tone, for the right client, at the right time, is exactly the admin that gets bumped by billable work. Kelo drafts each reminder in your own voice, tuned to how overdue the invoice is, then you approve it and it sends from your own inbox. It connects read-only to Xero or QuickBooks, so nothing changes in your accounts and nothing auto-sends: you stay in control of every message. For the tone side of things, see how to chase a late payment politely, and the full guide to getting paid.

How to write a payment reminder email