Send these in sequence, spacing them a few days apart. Stay factual and polite in the first two — most late payments are oversights, not fights. Keep every email short.
Email 1 — a few days after the due date, friendly nudge
Subject: Invoice [NUMBER] — just checking in
Hi [CLIENT NAME],
Hope you’re well. I wanted to make sure invoice [NUMBER] for [$AMOUNT], due [DUE DATE], didn’t slip through the cracks. I’ve re-attached it here for convenience.
If it’s already on its way, thank you and please ignore this. If you have any questions about it, just let me know.
Thanks, [YOUR NAME]
Email 2 — about a week overdue, firmer
Subject: Overdue: invoice [NUMBER] ([$AMOUNT])
Hi [CLIENT NAME],
Following up on invoice [NUMBER] for [$AMOUNT], which was due on [DUE DATE] and is now [X] days overdue. I haven’t seen the payment come through yet.
Could you let me know the status and an expected payment date? If there’s an issue with the invoice, I’m happy to sort it out quickly.
Payment details are on the invoice, re-attached here. Per our agreement, a late fee of [PERCENT]% per month applies to balances past due.
Thanks, [YOUR NAME]
Email 3 — two-plus weeks overdue, final notice
Subject: Final notice — invoice [NUMBER] past due
Hi [CLIENT NAME],
This is a final reminder that invoice [NUMBER] for [$AMOUNT] is now [X] days overdue, despite my earlier messages on [DATE] and [DATE].
Please arrange payment of the full balance, including the [PERCENT]% late fee ([$TOTAL WITH FEE]), by [HARD DATE]. If I don’t hear from you by then, I’ll have to [PAUSE WORK / WITHHOLD DELIVERABLES / REFER THE ACCOUNT FOR COLLECTION] as set out in our agreement.
I’d much rather resolve this directly. If something’s wrong on your end, call me at [PHONE] and let’s fix it.
Thanks, [YOUR NAME]
This template is a starting point, not legal advice. Check your local rules on late fees and collection before enforcing them.