Template + checklist
How to write a polite payment reminder.
A useful reminder is short, specific, and easy to act on. Polite does not mean vague.
Include five things
- A subject line with the invoice number.
- The original amount and due date.
- A direct request for the scheduled payment date.
- The invoice or payment link again.
- An invitation to flag a genuine problem.
A first-reminder template
Subject: Quick reminder: invoice INV-1042 Hi Jordan, I hope you’re well. I’m checking in on invoice INV-1042 for $1,250.00, which was due on June 28, 2026. Could you let me know when payment is scheduled? I’m happy to resend the invoice if helpful. Thanks, Alex
Why this wording works
It does not apologize for following up, assume bad intent, or bury the request. It gives the recipient enough context to route the message internally and a simple question they can answer.
What to leave out
- “Sorry to bother you” language that weakens a normal business request.
- Unverified fees, interest, or legal threats.
- A long account of how the delay affects you personally.
- Vague closings such as “please advise” without asking for a date.
Attach the original invoice even if you have sent it before. Removing the easiest excuse is more useful than sounding tougher.
When to change tone
If the client does not reply, the next message can be more direct: state that the balance remains outstanding and ask for a payment date or a specific dispute. Keep a record of each contact and any promise to pay.
Draft my reminder →