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Overdue invoice email templates that actually get paid

A three-step chase sequence — friendly reminder, firm follow-up, final notice — that keeps the relationship intact while making it clear payment is overdue. Copy the templates below, swap in your details, and send.

Step 1 · 1 day late

The friendly reminder

Subject: Quick reminder: invoice {{invoice_number}}

Hi {{customer_name}},

Just a quick note that invoice {{invoice_number}} for {{amount}} was due on {{due_date}}. It may already be on its way — if so, thank you and please ignore this note.

If you've hit a snag or need a copy resent, reply to this email and I'll sort it.

Thanks,
{{your_name}}

Step 2 · 7 days late

The firm follow-up

Subject: Invoice {{invoice_number}} — now 7 days overdue

Hi {{customer_name}},

Invoice {{invoice_number}} for {{amount}}, originally due {{due_date}}, is now a week overdue.

Could you confirm when payment will be made? If there's a reason it's been held up — a missing PO, an approval issue, anything — let me know and we'll get it resolved.

You can pay directly here: {{payment_link}}

Thanks,
{{your_name}}

Step 3 · 14+ days late

The final notice

Subject: Final notice: invoice {{invoice_number}}

Hi {{customer_name}},

This is a final reminder that invoice {{invoice_number}} for {{amount}} is now more than two weeks past its due date of {{due_date}}.

Please arrange payment within the next 3 business days. If I don't hear from you, I'll need to pause any further work on the account and escalate this to our standard collections process.

Pay now: {{payment_link}}

If there's a dispute or hardship I should know about, please reply today and we'll find a path forward.

Thanks,
{{your_name}}

How to use these templates

  • Always send from a real person, not accounts@. Replies double when there's a name on the email.
  • Keep the subject line specific. "Invoice 1042 — 7 days overdue" outperforms "Friendly reminder".
  • Include a payment link in steps 2 and 3 so the client can pay in two clicks.
  • Escalate tone, not volume. One firm email beats five passive-aggressive nudges.
  • If you don't hear back after the final notice, pick up the phone before involving collections.

Want Collect to send these for you?

Collect by Steward AI drafts overdue-invoice reminders in your tone, queues them for your approval, and only sends after you click. The three-step sequence above is built in — and you can edit it whenever you like.

See pricing →