Free document template
A friendly payment reminder email you can make your own
Give a client a helpful nudge with the invoice reference, the balance and an easy way to reply. This first reminder leaves room for a missed attachment, a billing question or a payment already on its way. Microtra shares invoice PDFs through your device; server email and automatic reminders are coming soon, so copy this email into your mail app and send it yourself.
Copy the subject and paragraphs from the preview, or download a PDF or editable DOCX to keep the wording handy.
Document preview
First reminder for a past-due invoice
Subject: A quick check on invoice [Invoice number]
Hi [Client name],
I hope you are well. I am following up on invoice [Invoice number] for [Work or service], with a remaining balance of [Amount due]. The agreed due date was [Due date].
I have attached a copy of the invoice so you have the details handy. Could you let me know when you expect to arrange payment? The payment instructions are on the invoice.
If you have already paid, thank you. Please reply with the payment date and reference so I can match it to our records. If anything on the invoice needs a closer look, I am happy to help.
Thanks,
[Your name], [Business name], [Contact details]
Replace every square-bracket placeholder, attach the correct invoice and confirm its balance before sending.
How to use the template.
- Check the agreed due date and your payment records first. Allow for a payment that has arrived but has not yet been matched to this invoice.
- Put the invoice reference in the subject and use a brief description of the completed work in the message. Address the person who handles the client's bills.
- Replace the balance placeholder with the amount still owed after any deposits, partial payments or agreed credits. Keep the original payment terms unless you have agreed a change with the client.
- Paste the subject and paragraphs into your mail app, attach the invoice and read the whole message once. Remove the attachment sentence if you will not include the file.
- Keep the sent message with the invoice record. When the client replies, note their expected payment date or the billing question that needs your attention.
Useful answers.
How firm should a first reminder be?
Keep it courteous and specific: identify the invoice, state the remaining balance and ask for an expected payment date. A short message gives the client something clear to act on without assuming why payment is late.
What if the invoice is only partly unpaid?
Use the outstanding balance in the message and attach an invoice or account record that makes the earlier payments clear. Acknowledge a partial payment if doing so will help the client understand the balance.
Can I use this for a disputed invoice?
For a dispute, write a personal reply that addresses the client's question and confirms what you will review. Keep this sample for a straightforward first reminder after the agreed due date.
Which download helps me edit the wording?
Open the DOCX in a compatible word processor to adjust the message before copying it into an email. The PDF gives you a reference copy of the subject and paragraphs.
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