Send a past due invoice reminder email in steps (these samples go by days overdue): a friendly note one to three days late, a clear one at about a week, a firm one at two weeks, a final request after that. Each names the invoice, the amount and the new date. In the US people write "past due". In the UK people also say "overdue".
| Days overdue | What to send, and the tone |
|---|---|
| 1 to 3 | A short check that it arrived. Light tone. |
| 7 to 10 | A clear reminder with the new date. Plain tone. |
| 14 and over | A firm note with your next step. Firm and calm. |
12 samples you can copy
Twelve reminders, grouped by how late the invoice is. Use the first group first. Replace every [BRACKET] with a real fact.
Jump to: Day 1 to 3Day 7 to 10Day 14 and overA past due balance (several invoices)Friendly and firm closers
- Day 1 to 3: did it arrive?Subject: Invoice [NUMBER]Hi [NAME], A quick note that invoice [NUMBER] for [AMOUNT] was due on [DATE]. Please let me know if it did not reach you. [YOUR NAME]
- Day 1 to 3: invoice attached againHi [NAME], I have not seen payment for invoice [NUMBER] yet. The invoice is attached again for ease. Thank you.
- Day 1 to 3: if you have paidHi [NAME], if the invoice has already been paid, thank you, and please ignore this.
More examples, by situation
Day 7 to 10
- Clear reminder with a new dateSubject: Past due: invoice [NUMBER]Hi [NAME], Invoice [NUMBER] for [AMOUNT] is now [DAYS] days past due. Could you pay by [DATE]? If something is wrong with the invoice, tell me which line. [YOUR NAME]
- Ask for a dateHi [NAME], I have sent two notes about invoice [NUMBER]. Can you tell me when I can expect payment?
- Ask who handles accountsHi [NAME], is there someone else in accounts I should write to?
Day 14 and over
- Firm, with your next stepSubject: Past due: invoice [NUMBER], [AMOUNT]Hi [NAME], This invoice is [DAYS] days past due. Please pay by [DATE]. After that I will [NEXT STEP]. [YOUR NAME]
- Interest under your termsHi [NAME], I have a late payment of [AMOUNT] on file. Under [CONTRACT / TERMS], interest of [RATE] applies from [DATE].
A past due balance (several invoices)
- List every invoiceHi [NAME], these invoices are past due: [NUMBER] [AMOUNT] due [DATE]; [NUMBER] [AMOUNT] due [DATE]. The total is [TOTAL]. Please pay by [DATE].
- Agree a date for the balanceHi [NAME], your account balance is [TOTAL]. The oldest invoice is [DAYS] days past due. Can we agree a date for the full amount?
Friendly and firm closers
- A thank youThank you for your help with this. It makes a big difference to a small business.
- Ask for a replyPlease reply to confirm you have this. A one-line answer is enough.
Download these examples
The same text as this page, in one file, with the gaps ready to fill in.
What to avoid
- A first email that sounds like a threat.
- "As per my last email". It reads as anger.
- Sending nothing for weeks and then jumping to a final request.
- A different amount from the invoice.
- Asking for a payment method you have not offered.
Official pages. Rules differ by country. Not legal advice: check the rules that apply to you.
- GOV.UK: Late commercial payments: when a payment becomes late. It says: "If you do not agree a payment date, the law says the payment is late 30 days after either: the customer gets the invoice; you deliver the goods or provide the service (if this is later)." Read 5 October 2026.
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Let the tools do the sums
Both are free.
Late Payment Chaser (UK)
What you give it: The unpaid amount, the invoice date, and the due date if you agreed one.
What you get: What you can claim under UK late-payment law, worked out with a script and shown with official sources, and three reminder emails to send. UK business-to-business debts only. Not legal advice.
Free. It also works as a paste-in text in a chatbot; there the assistant does the arithmetic, so check its working.
Invoice Checker
What you give it: An invoice, yours or one you received, as text. It cannot read a picture or a scan.
What you get: Every line, the subtotal, the discount, the tax and the total worked out again, and every difference listed. It lists common fields that are missing and flags date, currency and rounding problems. No tax advice. Without a code tool it shows the sums by hand and says they need checking.
How do I write a past due invoice reminder?
Name the invoice number and amount, say how many days past due, and ask for payment by a date. Attach the invoice again.
When should I send a past due reminder?
One to three days after the due date is common, then about a week later. These timings are common practice, not a rule.
What is a past due balance email?
The same thing for an account with several invoices: list each invoice, its amount and its due date, and give the total.
Is "past due" the same as "overdue"?
Yes. "Past due" is the usual US wording and "overdue" the usual UK wording. Both mean the due date has passed.
Questions people ask
What do I do with the [BRACKETS]?
Replace each one with a real fact. If you cannot, delete the line. Never leave a bracket in what you send.
Is this legal advice?
No. These timings are common practice, not a rule. Not legal advice. For a large debt, a dispute or court, get advice.
More
Sources
- Late commercial payments: when a payment becomes late, read 5 October 2026