Getting Paid

Invoice Email Templates: What to Write When You Send (and Chase) an Invoice

The email you attach your invoice to matters almost as much as the invoice itself. Here are copy-paste templates for sending an invoice, a friendly reminder, a firm follow-up, and a final notice.

S
Shahzaib Sheikh
Creator of Invoice Pro Lab
July 7, 2026·6 min read

A great invoice attached to a vague email still gets ignored. The message around the invoice sets the tone, states the deadline, and makes paying easy. Here are four templates you can adapt — from the first send to the final overdue notice.

1. Sending the Invoice

Keep it short, warm, and specific. State the amount, the due date, and how to pay.

Subject: Invoice INV-2026-018 — [Your Business] — Due August 5

Hi [Name], thanks again for the great project. Attached is invoice INV-2026-018 for [amount], due by August 5. Payment details are on the invoice — please let me know if you need anything else to process it. Appreciate it!

2. Friendly Reminder (1–2 days after due date)

Assume the best; most people simply forgot.

Subject: Quick reminder — Invoice INV-2026-018

Hi [Name], just a gentle nudge that invoice INV-2026-018 for [amount] was due on August 5. If it's already in progress, ignore this — otherwise, let me know if there's anything you need from me to get it paid.

3. Firm Follow-Up (7 days overdue)

Stay polite but direct, and ask for a specific commitment.

Subject: Overdue — Invoice INV-2026-018 (7 days)

Hi [Name], invoice INV-2026-018 for [amount] is now 7 days overdue. Could you confirm the date payment will be processed? If there's an issue with the invoice, I'm happy to sort it out quickly.

4. Final Notice (14+ days overdue)

Reference your terms and the next step, without emotion.

Subject: Final notice — Invoice INV-2026-018

Hi [Name], invoice INV-2026-018 remains unpaid 14 days past its due date. As per the payment terms on the invoice, a late fee now applies, bringing the total to [amount + fee]. Please arrange payment by [date] to avoid further charges. I'd much rather resolve this amicably — let me know how you'd like to proceed.

Tips That Apply to All Four

  • Always put the invoice number in the subject line — it makes the thread searchable for both sides.
  • Attach the PDF every time, even on follow-ups. Don't assume they still have the original.
  • Keep records of when you sent each message; the paper trail matters if a dispute escalates.

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