Payment Reminder Email Template

Variables to fill in

The template

Select all and copy. Replace the {{double-brace}} placeholders with your details.

# Payment Reminder Email Templates

## Email 1: Gentle Reminder (Day 1–3 past due)

**Subject:** Invoice #{{INVOICE_NUMBER}} — quick reminder

Hi {{CLIENT_FIRST_NAME}},

I hope things are going well on your end. I wanted to send a quick note about invoice #{{INVOICE_NUMBER}} for {{INVOICE_AMOUNT}}, which was due on {{DUE_DATE}}.

If you've already sent payment, please disregard this message and thank you. If not, here's a direct link for your convenience:

{{PAYMENT_LINK}}

Please let me know if you have any questions about the invoice or need a different payment method.

Best,
{{YOUR_NAME}}
{{YOUR_BUSINESS_NAME}}

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## Email 2: Follow-Up (Day 7–10 past due)

**Subject:** Following up — Invoice #{{INVOICE_NUMBER}} ({{INVOICE_AMOUNT}})

Hi {{CLIENT_FIRST_NAME}},

I wanted to follow up on invoice #{{INVOICE_NUMBER}} for {{INVOICE_AMOUNT}}, originally due on {{DUE_DATE}}. I haven't seen the payment come through yet and want to make sure everything is all right.

If something is preventing payment on your end, please let me know and I'm happy to work with you on next steps.

Direct payment link: {{PAYMENT_LINK}}

If you've already submitted payment through another channel, please send me the confirmation and I'll update our records.

Thank you,
{{YOUR_NAME}}
{{YOUR_BUSINESS_NAME}}
{{YOUR_PHONE_NUMBER}}

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## Email 3: Final Reminder (Day 14–21 past due)

**Subject:** Final reminder — Invoice #{{INVOICE_NUMBER}} now {{DAYS_OVERDUE}} days past due

Hi {{CLIENT_FIRST_NAME}},

This is a final reminder that invoice #{{INVOICE_NUMBER}} for {{INVOICE_AMOUNT}} (due {{DUE_DATE}}) remains unpaid. The balance has now been outstanding for {{DAYS_OVERDUE}} days.

Per our agreement, a late fee of {{LATE_FEE_PERCENT}}% per month is accruing on the unpaid balance. The current total due including late fees is {{TOTAL_DUE_WITH_FEES}}.

Please make payment using the link below by {{FINAL_DEADLINE}}.

{{PAYMENT_LINK}}

If I do not receive payment or hear from you by that date, I will need to escalate this matter. I would prefer to resolve this directly with you.

Please contact me at {{YOUR_PHONE_NUMBER}} or reply to this email if there is a situation I should be aware of.

{{YOUR_NAME}}
{{YOUR_BUSINESS_NAME}}

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This template is general-purpose educational content, not legal advice. State law varies and attorney review is recommended before use. Syntharra is not your attorney.

These emails handle the first 21 days. Syntharra makes the phone calls when email alone isn't enough.

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