Free email reply template

Invoice Reminder Email Template

A polite payment follow-up with the invoice, amount, due date, and how to pay. Pick a tone, fill in the details, and copy a reply you can send. This is a written template, not AI output, and no account is needed.

Your details

Warm for most customers, concise when they want the answer fast, formal for contracts and first contact.

Your reply

Anything still in [square brackets] needs a detail from you.

How this reply is built

Each scenario has one written template per tone. The page inserts what you typed into the marked gaps and changes nothing else. No AI is involved, and nothing you type leaves your browser.

These are written templates, not AI-generated text. Read each reply before you send it and adjust it to your own policies. Everything runs in your browser. Nothing you type here is uploaded or stored.

The full template, in each tone

Replace anything in [square brackets] with your own details.

Warm

Hi [Recipient first name], A quick reminder that invoice [Invoice number] for [Amount due] was due on [Due date] and is still showing as open on our side. You can pay using [How to pay]. If you have already sent it, thank you, and please ignore this note. If anything about the invoice needs correcting, reply and I will sort it out. [Your name]

Concise

Hi [Recipient first name], Invoice [Invoice number] for [Amount due] was due [Due date] and is still open. You can pay using [How to pay]. If it is already paid, please disregard. [Your name]

Formal

Dear [Recipient first name], Our records show that invoice [Invoice number] for [Amount due], due on [Due date], remains outstanding. Payment may be made using [How to pay]. If payment has already been sent, please disregard this notice. Should you have any questions regarding the invoice, please reply to this email. Kind regards, [Your name]

Tips for this reply

  • Include the invoice number, amount, and due date so nobody has to search for the original.
  • Assume it was an oversight. Most late payments are.
  • Make paying one click or one reply away.

Common questions

When should I send an invoice reminder?

A common approach is a short note a few days after the due date, then a firmer follow-up if it stays open. Use the schedule your own terms set out.

How do I stay polite but clear?

State the facts (invoice, amount, due date), give the way to pay, and allow that it may already be on its way.

Should I mention late fees?

Only if your terms include them, and usually from the second reminder onward.

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