How to write a polite overdue invoice reminder email

Chasing an overdue invoice can feel awkward, especially if you want to keep a good relationship with your client. A clear and polite reminder email can often resolve the issue quickly without sounding aggressive.

Why a polite reminder matters

Many late invoices are not caused by refusal to pay. Sometimes the client has missed the invoice, the invoice is waiting for internal approval, or the payment run has been delayed.

A polite reminder helps you:

• confirm that the invoice was received;
• remind the client of the due date;
• make payment easy by including the key details;
• keep the communication professional;
• create a written record of your follow-up.

What to include in an overdue invoice reminder

A good reminder email should be short, clear and easy to act on. Include the key information so the client does not need to search through old emails.

When should you send a reminder?

Timing depends on your relationship with the client and your payment terms. As a general approach, many businesses send:

• a friendly reminder shortly after the due date;
• a firmer follow-up if payment is still not made after a few days;
• a final reminder before considering escalation.

If the invoice is important to your cash flow, it is usually better to follow up early rather than waiting several weeks.

First polite reminder email template

This template is suitable when the invoice has only recently become overdue.

Firmer overdue invoice reminder template

If the first reminder does not get a response, you may want to send a firmer message while staying professional.

Reminder mentioning late payment interest

If the invoice is a commercial payment and remains unpaid, you may decide to mention late payment interest and compensation. Keep the tone factual and avoid threats.

How to keep the tone professional

The best reminder emails are firm but calm. Avoid emotional language, accusations or long explanations. Focus on the facts and the action you want the client to take.

• Use a clear subject line.
• Keep the email short.
• State the invoice amount and due date.
• Ask for a specific action.
• Offer to help if there is a query.
• Keep a copy of the email for your records.

Should you mention statutory interest?

If the invoice relates to a qualifying commercial payment, statutory interest may be relevant. However, you should be careful and check whether it applies to your situation before adding it to your invoice or reminder.

For more background, see:

• What is statutory interest on late commercial payments in the UK?
• When can a UK business charge late payment interest?
• Late payment compensation: £40, £70 and £100 explained

Common mistakes to avoid

• Sending an angry or threatening message too early.
• Forgetting to include the invoice number.
• Not checking whether the invoice was actually sent.
• Not checking whether there is a genuine dispute.
• Adding interest without checking the contract or legal position.
• Waiting too long before following up.

Simple overdue invoice follow-up process

1. Check that the invoice details are correct.
2. Confirm the due date and payment terms.
3. Send a polite first reminder.
4. If there is no reply, send a firmer follow-up.
5. Consider mentioning late payment interest where appropriate.
6. Keep records of every email and response.
7. If payment still does not arrive, consider your next options.

If you are unsure what to do next, see: What to do if a client does not pay an invoice.

Official source

You can read official UK guidance here:

• GOV.UK: Late commercial payments — interest and debt recovery