Sending effective payment follow-up emails helps keep businesses running smoothly. Many business owners and freelancers find it challenging to write emails that get results without damaging client relationships.
Discussing money doesn’t need to feel awkward. Using the right words and approach lets you write professional follow-up emails that maintain good relationships and get your invoices paid. These 20 tested email templates will speed up your payment collection process.
Follow Up Payment Email Samples
These email templates will help you request payments professionally while keeping your business relationships strong.
1. Friendly First Reminder
Subject: Quick reminder about invoice #1234
Dear Marcus,
I hope this email finds you well. I wanted to send a friendly reminder that invoice #1234 for $2,500 was due yesterday. These things can slip past during busy periods.
For your convenience, I’ve attached another copy of the invoice. You can pay directly through the payment link included or via bank transfer using the details listed.
Please let me know if you have any questions or if you need any clarification about the invoice.
Best regards, Sarah Thompson
2. Past Due Notice – One Week
Subject: Invoice #789 – One Week Overdue
Dear Patricia,
I trust you’re doing well. I’m following up on invoice #789 for $1,850, which was due last week on [date]. As we haven’t received payment yet, I wanted to check if everything is in order with the invoice.
If you’ve already processed the payment, please disregard this email and accept my thanks. If not, please prioritize this payment or let me know if you need any additional information to process it.
Thank you for your prompt attention to this matter.
Kind regards, Michael Chen
3. Second Follow-Up – Two Weeks Late
Subject: Outstanding Payment – Invoice #456
Dear Robert,
I hope you’re having a good week. I’m reaching out about invoice #456 for $3,200, which is now two weeks overdue. We value our business relationship and want to ensure everything is going smoothly on your end.
Could you please update me on the payment status? If there are any issues preventing payment, please let me know so we can find a solution together.
Looking forward to your response.
Best wishes, Amanda Garcia
4. Final Notice Before Late Fees
Subject: URGENT: Invoice #567 – Late Fees Apply After Friday
Dear Thomas,
This email concerns invoice #567 for $4,750, which was due three weeks ago. As per our agreement, late fees of 2% will apply to overdue amounts starting this Friday.
To avoid these additional charges, please process the payment before Friday. If you’re experiencing any difficulties, let’s discuss options before the late fees take effect.
Thank you for your immediate attention to this matter.
Regards, Lisa Walker
5. Payment Plan Proposal
Subject: Suggested payment plan – Invoice #890
Dear Jennifer,
I understand that cash flow challenges can happen. Regarding the outstanding invoice #890 for $5,600, I wanted to suggest a payment plan that might work better for you.
Would splitting the amount into three monthly payments of $1,867 help? This way, we can maintain our business relationship while managing your cash flow needs.
Please let me know if this works for you or if you’d like to discuss alternative arrangements.
Best regards, David Martinez
6. After Phone Conversation
Subject: Payment details as discussed
Dear Kevin,
Thank you for taking my call earlier today. As discussed, I’m sending the payment details for invoice #234 ($3,900), which has been outstanding since [date].
You mentioned you would process the payment this week. I’ve attached a fresh copy of the invoice with all payment options clearly listed.
Please confirm once the payment has been processed.
Thanks again, Rachel Foster
7. Escalation Notice
Subject: Important: Overdue Invoice #678 – Action Required
Dear Samuel,
Despite several attempts to reach you about invoice #678 for $2,900, we haven’t received payment or response. This invoice is now 45 days overdue.
Please be advised that if we don’t receive payment within 5 business days, we’ll need to escalate this matter to our accounts department for further action.
Let’s resolve this promptly to avoid any complications.
Regards, Emily Watson
8. Service Suspension Warning
Subject: Payment Required to Maintain Services – Invoice #345
Dear Victoria,
We value having you as a client and want to continue providing our services. However, invoice #345 for $1,980 remains unpaid despite multiple reminders.
To avoid any service interruption, please settle this payment within the next 3 business days. We’ll have to pause our services temporarily if payment isn’t received by then.
Your immediate action would be greatly appreciated.
Best regards, James Wilson
9. Accounting Error Check
Subject: Verifying payment status – Invoice #432
Dear Nathan,
We’re currently reviewing our accounts and notice that invoice #432 for $3,450 shows as unpaid in our system. Could you please check if this matches your records?
If you’ve already processed this payment, please share the payment date and reference number so we can track it. If not, please arrange for payment as soon as possible.
Thank you for helping us resolve this.
Kind regards, Sophie Bennett
10. New Payment Method Option
Subject: New payment options available – Invoice #789
Dear Alexander,
Regarding the outstanding invoice #789 for $2,340, we’ve added new payment methods to make settling invoices more convenient for our clients.
You can now pay via credit card or digital wallet in addition to the traditional bank transfer. Would any of these new options help expedite the payment process?
Please let me know your preferred payment method.
Best wishes, Hannah Brooks
11. After Missing Promised Payment Date
Subject: Following up on promised payment – Invoice #901
Dear Gregory,
Last week, you mentioned that invoice #901 for $4,200 would be paid by [date]. We haven’t received the payment yet, so I wanted to check if there were any issues.
Please update me on the status and provide a new payment date if needed. We’re happy to work with you but need clear communication.
Looking forward to your response.
Regards, Oliver Clarke
12. Multiple Outstanding Invoices
Subject: Outstanding balance review – Multiple invoices
Dear Catherine,
Our records show several unpaid invoices totaling $8,900. These include invoice #123 ($3,200), #124 ($2,900), and #125 ($2,800), dating back to [date].
Could we schedule a quick call to review these and create a payment plan that works for both parties? I’m available any time this week.
Please suggest a convenient time to discuss.
Best regards, Peter Thomson
13. Post-Holiday Follow-Up
Subject: Quick check-in about pending payment
Dear Margaret,
I hope you had a pleasant holiday break. As we’re back to business, I wanted to follow up on invoice #567 for $3,100, which was due before the holiday season.
Could you please prioritize this payment this week? If you need any information resent, just let me know.
Thank you for your attention to this.
Kind regards, William Parker
14. Year-End Account Settlement
Subject: Year-end payment clearance needed
Dear Elizabeth,
As we approach year-end, we’re working to clear all outstanding accounts. Our records show invoice #678 for $5,200 remains unsettled.
Please arrange payment before [date] to ensure proper closing of our annual accounts. This will help avoid any carry-over complications into the new year.
Thank you for your cooperation.
Best wishes, Daniel Morris
15. After Bounced Payment
Subject: Important: Payment unsuccessful – Invoice #234
Dear Richard,
We attempted to process the payment for invoice #234 ($2,800) using the provided details, but unfortunately, the transaction was unsuccessful.
Could you please verify your payment information and submit an updated payment? This will help avoid any late fees or service disruptions.
Thank you for your quick attention to this matter.
Regards, Laura Simpson
16. Relationship-Focused Reminder
Subject: Let’s catch up about pending payment
Dear Christopher,
We’ve enjoyed working with you over the past year and value our business relationship. That’s why I wanted to personally reach out about invoice #890 for $3,600.
Could we have a brief discussion about settling this balance? I’m sure we can find a solution that works for everyone.
Looking forward to your thoughts.
Best regards, Michelle Adams
17. Before Legal Action
Subject: URGENT: Final notice before legal action
Dear Andrew,
Despite multiple attempts to resolve the payment for invoice #456 ($6,200), we haven’t received any response or payment for over 90 days.
We must inform you that if payment isn’t received within 7 days, we’ll have no choice but to begin legal proceedings. Please help us avoid this situation.
Awaiting your immediate response.
Sincerely, Jonathan Taylor
18. System Upgrade Payment Reminder
Subject: Action needed: Payment system upgrade notice
Dear Rebecca,
We’re upgrading our payment system next week. Before this change, we need to clear all outstanding payments, including your invoice #789 for $2,900.
Please process the payment using our current system by [date]. This will help ensure a smooth transition and maintain uninterrupted service.
Thank you for your cooperation.
Best regards, Steven Hughes
19. Quarterly Review Follow-Up
Subject: Outstanding balance from Q2 – Action required
Dear Jessica,
During our quarterly review, we noticed invoice #345 for $4,100 from Q2 remains outstanding. We aim to clear all quarterly balances before moving forward.
Could you please review this and arrange payment this week? This will help us maintain accurate quarterly reports.
Thank you for your attention to this matter.
Kind regards, Mark Robertson
20. Project Continuation Pending Payment
Subject: Payment needed to continue project work
Dear Sharon,
We’re ready to begin the next phase of your project. However, we noticed that invoice #678 for $3,800 for the previous phase remains unpaid.
To keep the project moving forward and stay on schedule, please process this payment by [date]. This will allow us to start the next phase as planned.
Looking forward to moving ahead with the project.
Best regards, Paul Anderson
Final Thoughts: Professional Payment Follow-up Emails
These email templates give you solid starting points for your payment follow-up communications. Change the tone and content based on your client relationship and how urgent the situation is. Stay professional while stating your expectations clearly, including what happens if payments stay overdue.
Keep copies of your payment-related communications and stick to your company’s payment collection policies. Stay professional, keep following up, and save all communications.