When should you send a payment reminder?
A few days after the payment term has passed is common. Reminding too early can seem impatient. Reminding much later signals that the money isn't urgent.
The reminder is the first, gentle step. If there's no response, a formal demand and a deadline follow – see payment request and dunning procedure.
Template 1: short and friendly
Subject: Quick reminder – invoice [no.] Hi [Name], Hope everything's going well on your end. Just a quick note: invoice [no.] from [date] for [amount] is still outstanding. It may have slipped through the cracks – I've attached it again. Thanks, and best regards [Your name]
Template 2: with a new target date
Hi [Name], I haven't yet seen a payment come through for invoice [no.] for [amount]. Could you get the transfer sent by [date]? If you have any questions about the invoice, just let me know. Best regards [Your name]
Template 3: for an ongoing project
Hi [Name], Before we kick off the next stage, just a quick note on the outstanding invoice [no.] for [amount]. As soon as it's settled, I'll get straight to work. Thanks! Best regards [Your name]
What belongs in a payment reminder?
- Invoice number, invoice date, and amount
- the invoice attached again
- a concrete date by which payment is expected (optional)
- a friendly tone, without accusations
Better: not needing reminders at all
Reminders take time and can strain the relationship with a client, even when no one did anything wrong. With a stip, your client secures the budget with the payment partner Stripe before the project starts. After each delivery, they approve with one click. If they don't respond, it's approved automatically once the review period ends. There's nothing left for you to chase.