Payment follow-up email templates
Reviewed in November 2026
A payment follow-up email chases an invoice that the client has not paid yet. These templates go from a gentle nudge to a firm last note, each with its subject line.
Gentle nudge, 2 days after the due date
Subject: Invoice [number] · quick check
Hi [Name], I hope all is well. Invoice [number] for [amount] was due on [date]. Could you check it is in the payment run? The invoice is attached and the payment link is [link]. Thanks, [Your name]
Second follow-up, 7 days after
Subject: Invoice [number] is now 7 days overdue
Hi [Name], Invoice [number] for [amount] is now a week past its due date. Please let me know when the payment will go out. If anything on the invoice needs a correction, reply here and I will fix it today. Best regards, [Your name]
To the accounts team
Subject: Payment status for invoice [number]
Hello, I am following up on invoice [number] dated [date] for [amount], approved by [contact name]. Could you confirm the payment date? The invoice and the purchase order [PO number] are attached. Thank you, [Your name]
Firm follow-up, 30 days after
Subject: Overdue invoice [number] · payment needed by [date]
Dear [Name], Invoice [number] for [amount] is now 30 days overdue despite two earlier emails. Please pay by [date]. If payment is not possible, reply with a date and I will hold further steps until then. Kind regards, [Your name]
After a promise to pay
Subject: Confirming the payment date for invoice [number]
Hi [Name], Thanks for confirming payment of [amount] on [date]. I will look out for it and send a receipt once it arrives. Best, [Your name]
Several pending invoices
Subject: [number] pending invoices · total [amount]
Hello, Three invoices for [company] are past their due dates: [number] · [date] · [amount] [number] · [date] · [amount] [number] · [date] · [amount] The total is [total]. Could you confirm when they will be paid? All three are attached. Thank you, [Your name]
After a broken promise
Subject: Invoice [number] · payment expected on [date]
Hi [Name], On [date] you confirmed payment of [amount] by [promised date]. It has not arrived yet. Could you check with your bank and send a new date today? Regards, [Your name]
After a part payment
Subject: Balance of [amount] on invoice [number]
Hi [Name], Thank you for the payment of [amount paid] received on [date]. The balance of [balance] on invoice [number] is still open. Please let me know when the balance will go out. Best regards, [Your name]
Recurring client, monthly invoice
Subject: [Month] invoice [number] · friendly reminder
Hi [Name], A quick reminder that the [month] invoice [number] for [amount] was due on [date]. It usually goes out with your monthly run. Thanks as always, [Your name]
How to follow up without losing the client
- Keep the subject line specific, with the invoice number.
- Attach the invoice every time.
- Ask a question that needs an answer, such as a date.
- Offer to fix the invoice if something is wrong.
- Get firmer each time, never ruder.
A follow-up schedule
| Day | Goal | |
|---|---|---|
| Due date + 2 | Gentle nudge | Catch an oversight |
| Due date + 7 | Second follow-up | Get a payment date |
| Due date + 10 | Accounts team | Reach who pays |
| Due date + 30 | Firm follow-up | Set a final date |
After the firm email comes a collection letter or a final demand.
Common mistakes
- Vague subjects like «Following up».
- No invoice attached.
- Emailing only the contact, never the accounts team.
- Waiting weeks between emails.
How to adapt each email
- Recurring client: keep it short and mention the usual payment run.
- Large company: add the PO number and the name of who approved the invoice.
- Several invoices: list them in one email with the total at the end.
- Broken promise: quote the date the client gave and ask for a new one today.
- Part payment: thank the client for the amount and name only the balance.
Reply in the same email thread so the history stays in one place.
Let the reminders go out on their own
Makatea sends these messages on WhatsApp, email and SMS on the right day for each customer. When a payment arrives, Makatea records it and stops the next message. Try it free for 14 days, no card needed.
Free on Makatea: proforma invoice template · rent receipt template · free receipt template · free invoice generator
Frequently asked questions
How soon should I follow up on an unpaid invoice?
Two days after the due date is a good first nudge.
How do I write a polite payment follow-up email?
Name the invoice and amount, attach it and ask for a payment date.
How many follow-up emails should I send?
Three or four over a month, each a little firmer.
Who should I email at a large company?
Your contact first, then the accounts payable team with the PO number.
What comes after the last follow-up email?
A collection letter, then a final demand letter.
What subject line works for a payment chaser email?
Use the invoice number and the status, such as «Invoice 0218 is 7 days overdue».
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Makatea sends the reminders over WhatsApp and email, records every payment and tells you who to follow up with first.
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Keep reading
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