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4 reminder email templates for overdue invoices
Relentlessly chasing overdue invoices is the reality for many businesses. If a customer does not pay on time, your payment terms are extended, leading to late payments. And the older the outstanding amount, the less likely it is to be collected. That means less cash in your bank account.
Sending reminder emails for unpaid invoices is therefore essential to recover your receivables as quickly as possible. Your company’s financial health depends on it.
In this article, we share three follow up email examples for overdue invoices:
- First reminder email, 5 days after the due date
- Second reminder email, 15 days late
- Third reminder email, 30 days late
And as a bonus, we’ve also prepared a payment reminder email template to notify your customers 5 days before the due date.
Personalised reminder emails
The key to effective collection is to adapt your follow up emails according to the payment delay. You might start with a friendly reminder at +5 days, then a firmer email at +15, and finally a more formal reminder email at +30 days. Make sure you include key details such as:
- Invoice number
- Amount due
- Original due date
Speed is also essential. The longer the payment is overdue, the less chance you have of collecting it. Sending a reminder email six months late will rarely work, no matter the wording.
That’s why you should quickly identify late payments and trigger reminder emails immediately. Plan your follow up emails and automate their sending as soon as a late payment is detected.
Finally, customise your reminders so they reflect your brand. Depending on your industry, the type of customers you work with (SMEs, large accounts, bad payers, etc.), and the tone of your communication, your reminder emails should be adapted.
Remember: while the goal is to get paid, it’s equally important to maintain a positive customer relationship.
LeanPay: the smart way to automate reminder emails
With our accounts receivable software LeanPay, you can set up efficient, automated email payment reminders thanks to:
- Customisation: Edit the text, use dynamic variables (name, invoice table, amount, etc.), apply ready-to-use reminder email templates, and attach invoices or any relevant documents. You can also adapt the sending channel (email, SMS, letter, phone).
- Automation: Send large volumes of follow up emails in just a few clicks. Sensitive reminders can still be manually validated.
Beyond automated reminders, LeanPay also offers:
- Collection reporting: Monitor KPIs in real time such as DSO and the aging balance.
- Credit risk management: Scoring and credit limits, synchronised with major financial information providers (Altares, Creditsafe, Ellisphere, Allianz Trade, Coface).
- Dispute tracking: Manage invoices in dispute until resolution.
- Secure payment platform: Customers can pay directly from reminders by card, bank transfer, or direct debit.
- Centralised litigation files: Gather and track all cases from a single interface.
Reminder email example 1: 5 days late
Subject: Payment reminder : invoice [number]
Hello [Title] [Last Name],
I am contacting you regarding invoice [number], amounting to [value] €, attached to this email. Issued on [date], it was due on [due date].
Unless this is an oversight, it seems we have not yet received your payment.
We kindly ask you to proceed with payment as soon as possible.
If you are experiencing any difficulties, please contact us by replying to this email or calling [phone number].
Thank you,
[Signature]
Reminder email example 2: 15 days late
Subject: Payment reminder: invoice [number], second follow up
Hello [Title] [Last Name],
Invoice [number] for [value] €, attached to this email, was due on [date], 15 days ago.
Despite our previous reminder email, we have not yet received your payment.
We kindly ask you to settle this invoice without further delay.
Sincerely,
[Signature]
Simplify your customer reminders with automated follow-up plans
Learn more
Reminder email example 3: 30 days late
Subject: Urgent payment reminder: invoice [number], third follow up
Hello [Title] [Last Name],
I am contacting you once again regarding invoice [number] for [value] €, overdue for 30 days (due date: [date]).
Despite our multiple reminder emails, we still haven’t received payment.
We formally request immediate settlement of this invoice.
Otherwise, we will have no choice but to transfer your file to our lawyer for legal recovery. As per our General Terms and Conditions, additional late fees and legal costs may apply.
We hope this matter can be resolved quickly in everyone’s best interest.
Sincerely,
[Signature]
Bonus: Pre-due date payment reminder email template
At LeanPay, we’ve seen that sending a reminder email before the due date is one of the most effective ways to get paid faster. Send a friendly notification about 5 days before the invoice is due. Results are guaranteed!
Subject: Upcoming due date: invoice [number]
Hello [Title] [Last Name],
We would like to inform you that invoice [number], issued on [date] for [value] €, is due on [due date].
We kindly ask you to ensure payment by this date.
If you anticipate any difficulties, please let us know by replying to this email or calling [phone number].
Thank you,
[Signature]
And after the reminders ?
You are now ready to set up a customer reminder plan for your business. This will help you streamline your reminder process and save time for your finance team. So, what are the next steps?
What if the invoice remains unpaid?
If the invoice is still unpaid, the next step is to send a formal notice. If payment is not received, you may initiate judicial recovery. Letters (regular or registered) are preferred for these steps.
With LeanPay, you can compile a complete litigation file (Excel with invoice details, customer legal information, email history, and PDF invoices) in just a few clicks, and send it to your recovery partner.
What if the invoice is finally paid?
If your customer has settled their invoice, good news! Remember to send a thank you email. This small gesture helps maintain positive customer relationships and encourages timely payments in the future.
FAQ : reminder emails for late payments
How do you write a polite payment reminder email?
A polite reminder email should mention the invoice number, amount, and due date. Stay courteous, offer assistance if needed, and provide a clear call to action for payment.
How many reminder emails should I send for late payments?
Best practice is to send three follow up emails: the first at 5 days late, the second at 15 days, and the third at 30 days, with increasing firmness.
Can reminder emails be automated?
Yes. With tools like LeanPay, you can schedule and automate reminder emails. PDFs of invoices are automatically attached, saving time for your finance team.
Should I charge penalties for late payments?
You can charge late fees if they are stated in your Terms and Conditions. Always make this clear to customers upfront.
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