Having ready-to-use follow-up templates saves time and ensures consistency in your payment collection process. These templates cover every stage of the follow-up sequence — customize them with your invoice details and send with confidence.
Template Structure
Every effective follow-up email has four components: a clear subject line that gets opened, a professional greeting, the specific request with invoice details, and a direct call to action with a payment link.
Pre-Due Reminder Template
Send 3-5 days before the due date. Subject line: "Upcoming invoice reminder — [Invoice #]"
The body should be brief and helpful: remind the client that their invoice is due on [date], mention the amount, and include a link to view or pay. Thank them in advance and sign off warmly.
Day-Of Reminder Template
Send on the due date itself. Subject line: "Invoice [#] is due today"
Keep it concise: state the invoice number, amount, and that it is due today. Include the payment link and offer to answer any questions. This is a factual reminder, not a request.
First Overdue Reminder (3 Days)
Subject line: "Friendly reminder — Invoice [#] is past due"
Assume the invoice was overlooked. Mention the invoice number, amount, and that it was due on [date]. Reattach the invoice and include the payment link. Keep the tone light and helpful.
Second Follow-Up (7-10 Days)
Subject line: "Follow-up: Invoice [#] — [X] days overdue"
Be more direct. State the facts: the invoice, the amount, the due date, and how many days overdue. Ask when you can expect payment. Include the payment link. Offer to discuss if there is an issue.
Firm Reminder (14-21 Days)
Subject line: "Action required: Invoice [#] — [X] days overdue"
Reference your payment terms and any late fee policies. Request payment within a specific timeframe (7 days). Mention that you may need to pause services if payment is not received. Include the payment link.
Final Notice (30+ Days)
Subject line: "Final notice — Invoice [#] requires immediate payment"
State clearly that this is a final notice. Reference the total amount including any applicable late fees. Set a hard deadline (7 days). Outline the consequences: service suspension, referral to collections, or account cancellation. Include the payment link one last time.
Tips for Customizing Templates
- Always include the specific invoice number and amount — generic reminders are easy to ignore.
- Match the tone to your brand and client relationship. Corporate clients expect formal language; creative clients may prefer casual.
- Include a payment link in every email. Make paying as easy as clicking a button.
- Test your subject lines. Open rates for payment reminders should be 60%+ — if they are lower, adjust your subject lines.
- Personalize when possible. "Hi Sarah" performs better than "Dear Customer" in every metric.
Automating Your Follow-Up Sequence
Rather than sending these manually each time, automate the sequence. InvoiceBlitz sends payment reminders automatically based on your configured schedule. Set up the sequence once, and every overdue invoice triggers the appropriate follow-up — no manual effort required.