6 payment reminder emails with subject lines
Reviewed in October 2026
A payment reminder email needs a subject line with the invoice number, the amount and the due date in the first sentence, and one way to pay. Below are six emails for each moment of an invoice, from a week before the due date to the final notice. Each one comes with its subject line.
Before the due date
5 to 7 days before. Attach the invoice.
Subject: Invoice [number] for [amount] is due on [due date] Hi [Name], This is a friendly reminder that invoice [number] for [amount] is due on [due date]. The invoice is attached for your records. You can pay by bank transfer to [account details] or online here: [payment link]. Thank you, [Your name] [Business]
On the due date
The morning of the due date.
Subject: Invoice [number] is due today Hi [Name], Invoice [number] for [amount] is due today, [due date]. Pay online here: [payment link]. If the payment is already on its way, please ignore this email. Thank you, [Your name] [Business]
First overdue reminder
3 to 5 days after the due date.
Subject: Invoice [number] is now overdue Hi [Name], Invoice [number] for [amount] was due on [due date] and has not been received yet. It may have been missed. Here is the payment link: [payment link]. If you have already paid, reply with the reference and the account will be updated. Best regards, [Your name] [Business]
Second overdue reminder
10 to 14 days after the due date. Ask for a date.
Subject: Second reminder · invoice [number], [amount] Hi [Name], Invoice [number] for [amount] is now [number of days] days overdue. A copy is attached. Could you confirm the date you plan to pay? If something about the invoice is not right, let me know and I will sort it out. Payment link: [payment link] Best regards, [Your name] [Business]
Several open invoices
When a customer has more than one invoice due. Attach the statement of account.
Subject: Statement of account · [total amount] due Hi [Name], Please find attached your statement of account as of [date]. It shows [number] open invoices with a total of [total amount]. The oldest, invoice [number], has been due since [due date]. You can pay the full balance or invoice by invoice here: [payment link]. Thank you, [Your name] [Business]
Final notice
After 30 days with no payment and no reply.
Subject: Final notice · invoice [number], [amount] overdue since [due date] Dear [Name], Invoice [number] for [amount] has been overdue since [due date]. Reminders were sent on [dates]. Please pay by [deadline date] using [payment link], or reply before then to agree a payment plan. If the balance is not paid or agreed by that date, [Business] will [pause the account / send a formal demand letter]. Regards, [Your name] [Business]
Subject lines that get opened
| Moment | Subject line |
|---|---|
| Before the due date | Invoice [number] for [amount] is due on [date] |
| Due date | Invoice [number] is due today |
| Overdue | Invoice [number] is now overdue |
| Second reminder | Second reminder · invoice [number], [amount] |
| Final notice | Final notice · invoice [number] overdue since [date] |
Put the invoice number in every subject. The customer's accounts team searches by it.
What not to put in a payment reminder email
- Copies to people outside the customer's business. Keep the email between the two parties.
- Threats of steps you will not take.
- Interest or fees that the contract does not allow.
- A subject line in capitals. It looks like spam and lands in the wrong folder.
- More than one payment option in the body. Give the link and one account.
Email or WhatsApp
Email works best with companies that pay through an accounts department. It carries the invoice and the statement as attachments.
WhatsApp works best with people and small businesses that read it within minutes. Most businesses send both, a WhatsApp message first and an email with the documents.
Let the emails go out on their own
Makatea sends each email on its date with the invoice number, amount and payment link of every customer. It sends the WhatsApp version too.
When the payment arrives, Makatea records it and stops the sequence. Start free for 14 days with no card.
Free on Makatea: proforma invoice template · promissory note template · rent receipt template · free invoice generator
Frequently asked questions
How do I write a payment reminder email?
Put the invoice number in the subject. Write the amount and due date in the first line. Add one way to pay.
When should I send an overdue invoice email?
Three to five days after the due date. Earlier feels pushy and later lets the invoice age.
Should I attach the invoice?
Yes. Attach it to the first reminder and to the second overdue reminder.
How do I follow up on an invoice with no reply?
Send the second reminder and ask for a payment date. If there is still no reply, call or send the final notice.
What is a good subject line for a payment reminder?
Invoice [number] is now overdue. Short, specific and easy to search.
Can I schedule these emails?
Yes. Makatea sends them on their dates and stops when the customer pays.
Your recurring collections on autopilot
Makatea sends the reminders over WhatsApp and email, records every payment and tells you who to follow up with first.
14 days free · No card
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