No one enjoys chasing unpaid invoices but avoiding the conversation does more damage than you think.
Overdue payments are a part of doing business, yet most teams either wait too long to follow up or rush in with the wrong tone. And that can cost you both revenue and relationships.
According to a survey, 73% of small and medium-sized businesses say late payments directly hurt their cash flow. The issue isn’t just unpaid invoices. It’s asking the wrong way or not asking soon enough.
Soft reminders get ignored. Harsh ones damage trust. What works is a clear, timely message that gets attention without causing friction.
This guide shows you how to follow up with confidence, write messages that work, and get overdue payments back on track without escalating too early.
A payment is considered overdue the day after the due date specified in your invoice terms, be it Net 15, Net 30, or any other agreed-upon timeframe. For instance, if an invoice is due on the 1st, it becomes overdue on the 2nd.
Delaying follow-up on overdue payments can significantly impact your ability to collect. The collectability of a debt decreases sharply as it ages:
A payment reminder email is a professional message sent to a customer or client after an invoice becomes overdue. It serves as a written prompt, not just to request payment, but to keep communication clear, timely, and on record.
Unlike a phone call or casual message, an email gives you structure. It confirms the amount owed, the due date, and what steps come next. It also gives the recipient space to act without immediate pressure, which helps preserve working relationships.
The key to success is in how and when you send them, and that is what we’ll break down next.
Overdue payment reminders should be clear, respectful, and direct. Every message must communicate the overdue status of the invoice, reinforce your payment terms, and give the client an opportunity to respond or resolve.
Here are formal email formats tailored to different stages of payment delay:
When to send: 3 to 5 days before the invoice is due
What to include:
Email Template:
Subject: Upcoming payment – Invoice [Invoice Number] due on [Due Date]
Dear [Client Name],
I hope this message finds you well. This is a courtesy reminder that invoice [Invoice Number], dated [Invoice Date], is scheduled for payment on [Due Date].
Kindly confirm if the invoice has been received and processed accordingly.
Please find the invoice attached for your reference.
Best regards,
[Your Name]
[Your Position]
[Your Company Name]
Tip: Personalize your subject line with the client’s name or company to increase open rates by up to 26%.
When to send: 1 to 3 days after the due date
What to include:
Subject: Follow-Up: Invoice [Invoice Number] Now Overdue
Dear [Client Name],
I am writing to follow up on invoice [Invoice Number], which was due for payment on [Due Date] and appears to remain outstanding.
If payment has already been arranged, kindly disregard this message. Otherwise, we would appreciate it if you could confirm the expected payment date or advise of any issues that require our attention.
Please find the invoice attached once again for convenience.
Warm regards,
[Your Name]
When to send: 7 to 14 days after the due date
What to include:
Email Template:
Subject: Outstanding Balance – Second Reminder for Invoice [Invoice Number]
Dear [Client Name],
This is a second reminder regarding invoice [Invoice Number], originally due on [Due Date], which remains unpaid as of today. We understand that oversights can happen. However, we kindly request that the outstanding balance be addressed or clarified by [Specific Date] to avoid further escalation.
Should there be any issues preventing settlement, please let us know how we may assist.
Sincerely,
[Your Name]
When to send: Around 3 to 4 weeks after the due date
What to include:
Email Template:
Subject: Final Notice – Invoice [Invoice Number] Remains Unpaid
Dear [Client Name],
Despite our previous reminders, payment for invoice [Invoice Number], originally due on [Due Date], remains outstanding. As of today, the balance of [Amount] is still pending. We kindly request that this matter be resolved by [Specific Date] to avoid formal escalation.
If payment has already been made, please share confirmation details. If there is a reason for the delay, we are open to discussion. This is the final notice before further action is considered.
Sincerely,
[Your Name]
[Your Position]
[Your Company Name]
Precision, timing, and clarity influence how seriously your message is taken and how quickly your client responds.
These tips are designed to improve follow-through and keep your collections process professional and effective.
Send during working days, ideally midweek, when inboxes are actively monitored.
Tip: Emails sent Tuesday to Thursday between 9 AM and 11 AM have the highest open and reply rates in professional settings
Present critical information up front:
– Invoice number and amount due
– Payment date and status
– A clear request for action
Clients may forward your email internally. Including the invoice saves time and removes excuses.
Address the client by name and refer to past transactions when relevant.
Example: Thank you for your prompt payment on invoice [#12289] — we appreciate your continued partnership.
Knowing when to involve a third-party collections partner can protect your revenue, save time, and avoid legal costs.
Here are clear indicators it is time to take the next step:
South East Client Services Inc. specializes in pre legal collections working with businesses to recover overdue accounts.
Our team applies:
If your internal follow-ups have stalled, SECS provides the structure, scale, and pressure needed to resolve the matter without going legal.
Asking for overdue payments does not need to be difficult but it does need to be deliberate.
With the right email structure, timing, and tone, you can increase response rates, maintain professionalism, and recover outstanding balances without damaging client relationships.
At SECS., we combine industry experience, compliant communication, and data-driven strategies to support your internal team and protect your revenue.
If your follow-ups are no longer moving the needle, we’re here to step in and move things forward.
Ready to recover unpaid invoices without the hassle?
Reach out to SECS for a professional, results-driven solution.
This communication is from a debt collector. This is an attempt to collect a debt and any information obtained will be used for that purpose.
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