ClauseryFree payment reminder letter template (Word)
A friendly reminder that a payment is overdue — sent a few days after the due date before escalating to a formal demand, with invoice details and how to pay.
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A payment reminder letter (or friendly reminder email) is sent shortly after an invoice becomes overdue. It is more polite than a demand letter, assumes the late payment may be an oversight, and gives the client an easy way to pay.
Send the first reminder 3-7 days after the due date, a firmer one at 14-30 days, and a formal demand letter at 30+ days. Most late invoices are paid after the second reminder.
What to include#
- Your and client details. Your name/company, client name/company, date of the reminder.
- Invoice details. Invoice number, original invoice date, due date, amount due and the services/products it covers.
- Payment methods. How to pay (bank transfer, card, cheque, link), payment details/link and who to contact with issues.
- Late fees (optional). Reminder of any contractual late fee, phrased neutrally.
- Tone appropriate to lateness. Friendly for 7-day reminders; firmer for 30-day reminders; attach the original invoice.
How to fill it in#
Step 1: Wait a few days
Send the first reminder 3-7 days after the due date — the client may simply have forgotten.
Step 2: Be polite and brief
Assume good faith; state the invoice number, amount and how to pay.
Step 3: Attach the invoice again
Clients often lose the original; re-attaching it reduces friction to pay.
Step 4: Offer a quick conversation
Invite them to contact you if there is a problem or dispute — resolving it early saves escalation.
Step 5: Escalate if needed
If no response after 14-30 days, send a firmer reminder and then a formal demand letter.
Related templates and guides
Questions
How many reminders before a demand?
Typically 2-3: a friendly reminder at 7 days, a firmer one at 14-21 days, then a demand letter at 30 days.
Can I charge late fees on reminders?
Only if they were in the original contract/terms and comply with state usury laws.
Is email enough?
For early reminders, yes; switch to certified mail once you escalate to a demand letter.
Should I call too?
A quick follow-up call after the email can resolve disputes quickly and preserves the relationship.
What if they dispute the invoice?
Pause collection, ask what they dispute in writing, and try to resolve — you cannot demand payment for a genuinely disputed amount without going to court.
These are general templates, not legal or tax advice. Have anything unusual reviewed for your jurisdiction.