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Overdue invoice email templates

7 ready-to-send payment reminder emails — from a friendly heads-up to a final notice. Add your details once, then copy any email in one click.

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Client name Invoice number Amount Due date Your name Business name

Friendly heads-up

Send: 3 days before due · Tone: Helpful

Subject

Invoice due

Hi , Just a quick heads-up that invoice for is due on . I've attached it again for convenience. You can pay by bank transfer to: BSB [000-000] · Account [00000000] · Reference Thanks again — it's been great working with you.

Gentle reminder

Send: 1 day overdue · Tone: Polite

Subject

Reminder: invoice is now due

Hi , I hope you're well. A friendly reminder that invoice for was due on . If it's already on its way, thank you — please ignore this. If anything's holding it up (a PO number, a different contact in accounts), let me know and I'll sort it straight away. Invoice attached · Pay by bank transfer: BSB [000-000] · Account [00000000] Thanks,

Follow-up

Send: 7 days overdue · Tone: Direct

Subject

Invoice — 7 days overdue

Hi , I'm following up on invoice for , which was due on and is now 7 days overdue. Could you please confirm when payment will be made? If there's an issue with the invoice or the work, I'd like to resolve it quickly — happy to jump on a call. I'll give you a ring later this week if I haven't heard back. Kind regards, [Phone]

Offer a payment plan

Send: Any time overdue · Tone: Flexible

Subject

Invoice — happy to set up a payment plan

Hi , I noticed invoice for (due ) is still outstanding, and I understand cash flow can be tight. If it helps, I'm happy to split the balance into smaller instalments — for example, [2] payments of [$000.00] on [date] and [date]. Just reply to let me know what works for you, and I'll confirm it in writing. Thanks,

Final notice

Send: 14 days overdue · Tone: Firm

Subject

FINAL NOTICE: invoice — payment required by [date]

Hi , Invoice for is now 14 days overdue. I've sent reminders on [dates] and haven't yet received payment or a reply. Please arrange payment in full by [date — e.g. 7 days from now]. If payment isn't received by then, I'll need to take further steps to recover the amount, which may include a formal letter of demand. If you're experiencing difficulties, please contact me before [date] — I'm open to discussing a payment plan. Regards, · ABN [00 000 000 000]

Letter of demand notice

Send: 21–30 days overdue · Tone: Formal

Subject

Letter of demand — invoice

Dear , Re: Outstanding amount of — invoice Despite previous reminders on [dates], the above amount remains unpaid. The amount was due on under our agreed payment terms. I demand payment of within [7/14] days of the date of this letter, i.e. by [date]. If payment is not received by that date, I intend to pursue recovery of the debt without further notice. This may include engaging a debt collection service or lodging a claim with the relevant tribunal or court. Payment details: BSB [000-000] · Account [00000000] · Reference Yours sincerely, · ABN [00 000 000 000] · [Address]

Thank you — payment received

Send: When they pay · Tone: Warm

Subject

Thanks — payment received for

Hi , Just confirming I've received your payment of for invoice — thank you! It's always a pleasure working with you. Let me know whenever you need anything else. Cheers,

Tips for getting paid faster

Attach the invoice every time and include payment details in the email itself.
Pick up the phone if two emails go unanswered — then confirm what you agreed in writing.
Stay professional. The ACCC’s debt collection rules apply — no threats or harassment.
Need a formal letter? business.gov.au has guidance on writing a letter of demand.

The full step-by-step process — including what to do if they still won’t pay — is in our guide: How to chase an unpaid invoice.

Frequently asked questions

How do I write a polite email for an overdue invoice?

Keep it short and assume good faith: mention the invoice number, amount and due date, attach the invoice again, include payment details, and ask them to let you know if anything is holding it up. The gentle reminder template above is written for exactly this.

When should I send a payment reminder?

A good rhythm is a heads-up a few days before the due date, a gentle reminder the day after, a follow-up at 7 days, and a final notice at around 14 days. Adjust it to your payment terms and keep it consistent.

What should I do if a client still won't pay?

business.gov.au suggests a letter of demand, then dispute support (for example through the Australian Small Business and Family Enterprise Ombudsman), a debt collection service, or a small claims tribunal. Get advice for larger amounts.

Are there rules about chasing unpaid invoices?

Yes. The ACCC's debt collection rules apply to anyone collecting a debt — don't harass, threaten or mislead. Keep every message factual and professional.

General information only, not legal advice. Adapt the templates to your agreement with your client.

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