The Past-Due Email Kit
Free, copy-paste templates for getting paid without the awkwardness, plus a simple late-fee calculator. No sign-up.
How to use it: fill in the [brackets], keep it short, and always include the invoice number, amount, due date and a payment link. Send from your usual email so it lands like a normal note from you.
Before it's due
Send 2–3 days before the due date. Optional, but it heads off most "I forgot" delays.
Subject: Invoice [#] is due on [date] Hi [Client name], A quick heads-up that invoice [#] for [amount] is due on [date]. Here's the link if it's handy: [payment link]. Thanks so much, [Your name]
Day 3: friendly reminder
Light and warm. Assume it slipped through the cracks.
Subject: Quick reminder: invoice [#] Hi [Client name], Hope your week is going well. Just a friendly reminder that invoice [#] for [amount] was due on [date]. You can pay here: [payment link]. If it's already on its way, thank you, and please ignore this. [Your name]
Day 7: polite follow-up
A little more direct. Make it easy to tell you what's in the way.
Subject: Following up on invoice [#] Hi [Client name], Following up on invoice [#] ([amount]), now a week past due. Here's the link again: [payment link]. If anything's holding it up, like a PO number or a different billing contact, just reply and I'll sort it out. Thanks, [Your name]
Day 14: clear nudge
Specific and professional. Ask for a date, not just payment.
Subject: Invoice [#]: two weeks past due Hi [Client name], Invoice [#] for [amount] is now two weeks past due. Could you let me know when I can expect payment? A quick reply with a date is perfect. [payment link] Thank you, [Your name]
Final notice (Day 21+)
Calm and firm. State the next step you'll actually take. No threats.
Subject: Final reminder: invoice [#] Hi [Client name], I've reached out a few times about invoice [#] for [amount], due on [date], and haven't been able to connect. Could you arrange payment or reply with a date by [date, about 5 business days out]? After that, I'll need to [pause further work / apply the late fee in our agreement / take the next step we agreed]. I'd much rather sort this out together, so if something's changed on your side, just tell me. [Your name]
Reply: "We already paid"
Thank them, then ask for what you need to find the payment.
Subject: Re: Invoice [#] Hi [Client name], Thanks for letting me know! I can't see it on my side yet. Could you send the payment date, amount and the reference or last 4 digits it was sent from? I'll match it up and confirm right away. [Your name]
Offer a payment plan
For good clients going through a tight patch.
Subject: Invoice [#]: an option that might help Hi [Client name], If paying invoice [#] in one go is tricky right now, I'm happy to split it: [amount 1] by [date 1] and [amount 2] by [date 2]. Just reply "yes" and I'll send the details. [Your name]
Late-fee and interest calculator
Works out a fee from the terms in your agreement. Everything runs in your browser. Nothing is stored or sent.
Before you charge a late fee: only charge what your contract or invoice terms already allow, and tell the client in advance. Limits on late fees and interest vary by state and country. This calculator is a convenience, not legal or tax advice.
Rather not send these yourself? Northreturn sends reminders like these on schedule, in your voice, and stops the moment a client replies or pays. Try it free for 30 days.