An overdue invoice calls for a clear next step. A useful payment reminder gives your client the invoice reference, the amount still due and a simple way to respond. These two business email examples help you follow up professionally while keeping the conversation open.
Check the balance before sending a reminder
Start with the due date you agreed with your client. Once it has passed, compare the invoice with payments received. A transfer may still be processing or may have arrived without the expected reference. Ask only for the balance that remains outstanding.
Check that the invoice reached the right person. The project contact may need to forward it to accounts payable, and a missing purchase order number can hold up approval. Resolving a delivery or invoice question is more useful than sending increasingly urgent messages.
- Account for partial payments, credits and any agreed extension.
- Confirm the recipient and check earlier replies before writing again.
- Attach the existing invoice and keep its original invoice number.
- Include payment instructions, a specific date and a contact for questions.
Example 1: a friendly first payment reminder
Use this for a routine reminder to a business client. Replace every bracketed field and choose a reasonable date that fits your agreement. Spell out dates, such as September 30, 2026, to avoid confusion when working across countries. Include the currency when a client handles more than one.
First reminder email to a business client
Subject: Outstanding balance for invoice [invoice number] Hi [name], I’m following up on invoice [invoice number], issued on [invoice date] for [work or delivery]. The payment was due on [due date], and our records show [currency and outstanding amount] still unpaid. Could you arrange payment by [requested payment date] using [payment instructions]? Please include [invoice number] as the reference. I’ve attached the invoice so the details are easy to find. If you’ve already paid, please send the payment date so we can match it to our records. Let me know if you need anything else to process the invoice. Best, [name and business name]
Example 2: ask for a payment date
If the requested date passes without a payment or reply, check your records again before following up. Mention the earlier message and ask for a concrete response. A brief call can help when the issue is a missing approval, an incorrect contact or a question about the work.
Follow-up email to a business client
Subject: Payment update requested: invoice [invoice number] Hi [name], I emailed on [first reminder date] about invoice [invoice number]. The remaining balance is [currency and outstanding amount], and we haven’t received a payment or update yet. Please reply by [response date] to confirm when payment will be made. I’ve attached the invoice again; you can pay using [payment instructions] with [invoice number] as the reference. If something is preventing payment, please let me know what needs resolving so we can agree on the next step. Best, [name and business name]
Choose the next step based on the response
A payment promise, a disputed invoice and no response need different follow-up. Record a promised date and review it when it arrives. If the client disputes an item, clarify that item and keep the correspondence with the invoice. If you agree to installments, write down the amounts and dates so both sides have the same record.
These examples request payment of the existing balance; they do not add late fees or serve as formal collection notices. Before changing the amount due or beginning collection action, establish what your agreement and applicable local rules permit. Do not assume that a second email by itself creates a right to charge extra.
Keep invoices, payments and follow-up connected
The U.S. Small Business Administration includes accounts receivable and bank reconciliation among the finance tasks a business should manage. A practical way to support that work is to retain the original invoice, received payments, reminders and any payment agreement together.
In Factuur Simpel, you can email a reminder for an outstanding invoice and edit the subject and message before sending. The reminder is recorded against that invoice. Update its payment status when the money arrives so your next action reflects the current balance.
U.S. SBA: managing business finances and accounts receivable
Frequently asked questions
Does a payment reminder need a new invoice number?
No. Reference the existing invoice number and attach that invoice again. The reminder follows up on the same balance rather than creating a new invoice.
What should I say if the client has partially paid?
Acknowledge the payment received and request only the remaining balance. Including both amounts helps the client see how you calculated what is still due.
Can I use these emails as formal collection notices?
These are routine business reminder examples without added fees. Formal collection notices, consumer debts and late charges may have specific requirements under the applicable law and your agreement.
Keep invoices and follow-up in one place
Create invoices in Factuur Simpel and keep track of what is still outstanding. Try the invoicing software free for 30 days.
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