Use this when
An invoice is approaching its due date, has just become overdue, or remains unpaid after an earlier reminder.
Before the due date
Send a short administrative reminder when the client still has time to resolve an approval or payment issue.
- Confirm the invoice number, amount, currency, and due date
- Ask whether the billing team needs another document or supplier detail
- Repeat the approved payment method or portal link
Just overdue
Assume a process delay before assuming bad intent, while clearly requesting a payment date.
- State how many days the invoice is overdue
- Attach or link the same invoice rather than generating a duplicate
- Ask for confirmation of the planned payment date
Second follow-up
Refer to the earlier reminder and the agreed terms, then request a concrete response by a reasonable date.
- List the previous reminder date
- Restate any valid late-payment term without adding a new one
- Offer a direct path to raise a genuine dispute
Adaptable sample language
Subject: Invoice INV-2026-0042 is due on 10 September
A quick reminder that invoice INV-2026-0042 for USD 2,400 is due on 10 September 2026.
Could you confirm the planned payment date, or let me know if your team needs anything else to process it?
If payment has already been sent, please disregard this message and share the reference when convenient.
Check before using
- Verify the ledger before every send so a paid client is not chased.
- Do not add penalties, deadlines, or legal consequences that were not agreed.
- Keep an evidence record of what was sent and when.
Continue the workflow