Collections Copilot / Templates
Late payment reminder email: what to write and when
A payment reminder works best when it is boring, specific and easy to act on. Here are short versions for before the due date, on it, and after it, plus what to say when the client replies with an excuse.
Before the due date
A reminder three days before the due date is not nagging. It stops most late payments from happening and costs you one email.
Subject: Invoice #[number] due on [date]
Hi [Name],
A heads up that invoice #[number] ($[amount]) is due on [due date]. The payment link is here: [link].
Let me know if you need anything from me to get it processed.
[Your name]
On the due date or just after
Subject: Invoice #[number] was due [today / yesterday]
Hi [Name],
Invoice #[number] for $[amount] was due [today / yesterday]. If it's already on its way, ignore this. If not, here's the link again: [link].
Thanks,
[Your name]
When the client replies with an excuse
The reply you send matters as much as the reminder. Acknowledge, then pin down a date.
Subject: Re: Invoice #[number]
Thanks [Name]. I'll expect payment on Friday [date]. If anything changes before then, let me know.
[Your name]
Subject: Re: Invoice #[number]
Understood, [Name]. My invoice is due under our agreement regardless of when your client pays, so I need it by [date]. If that date is a problem, tell me what you can do and when, and we'll agree something in writing.
[Your name]
Subject: Re: Invoice #[number]
No problem. I've attached it again. It's dated [invoice date] and the due date was [due date]. Please confirm you've received it and when I can expect payment.
[Your name]
Phrases that work
- "Could you confirm the payment date?" (gets you a date, not a yes)
- "I don't see it on my end yet." (neutral, not an accusation)
- "If there's an issue with the invoice, tell me what it is." (invites the real objection)
- "Please arrange payment by [date]." (a deadline, not a hope)
Phrases to drop
- "Just checking in." It gives them nothing to act on.
- "Sorry to bother you." You are owed money. You are not bothering anyone.
- "Whenever you get a chance." You just gave them permission to ignore it.
Questions
Is it OK to send a payment reminder before the due date?
Yes. A short reminder a few days before the due date is normal business practice and cuts late payments. Keep it to the invoice number, amount, date and payment link.
What is a good subject line for a late payment reminder?
Put the invoice number and the status in it, for example "Invoice #1042 was due yesterday". Specific beats polite.
What if the client keeps promising to pay and doesn't?
Move to the firm reminder, ask for a specific date in writing, and tell them what happens if that date passes. See the overdue invoice templates for a full escalation.
Skip the copy and paste
Collections Copilot reads the Gmail thread you have open and drafts the right follow-up for you. Invoice number, amount and due date filled in. You review and hit send.
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