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What should a payment reminder email say?

Short answer

A good payment reminder is short: the invoice number, amount, original due date, how to pay, a copy of the invoice attached, and an easy way to raise any problem. Keep the tone friendly for the first reminder and save firmness for later.

General information only, not legal or financial advice. Every business and every debt is different. For advice on your situation, talk to a lawyer, your accountant or your state small business commissioner.

Step by step

  1. 1

    Use a clear subject line

    For example: Quick reminder: invoice 1043 due 3 October.

  2. 2

    State the facts in one line

    Invoice number, amount and due date.

  3. 3

    Attach the invoice

    Never make them hunt for it.

  4. 4

    Make paying easy

    Bank details, reference and any payment link.

  5. 5

    Invite them to raise issues

    It surfaces disputes early, when they are cheapest to fix.

What else to know

Three short lines get read. Long emails get filed. Send from a real person, not a no-reply address, so the customer can simply hit reply.

If you use accounting software, set the first reminder to send automatically, then make your second contact a phone call.

Copy the polite reminder template

Common questions

Should I add a late fee to the reminder?

Only if late fees or interest were agreed in your terms before the work started. See our guide on charging interest.

Is email enough or should I call?

Email first for the paper trail, then call. A call is much harder to ignore.

Official sources

Sources checked 14 October 2026. Rules and limits change, so check the official site before acting.

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