How to Follow Up on an Overdue Invoice from a Client
Your client has not paid and the due date has passed. Here is how to follow up firmly but professionally without burning the bridge.
Firm but Friendly Reminder
RecommendedDear [Client Name], I hope you are doing well. I wanted to follow up on Invoice #[Number] for $[Amount], which was due on [Date]. I understand things can slip through the cracks, so I wanted to bring this to your attention. Could you let me know the status of the payment? If there is an issue, I am happy to discuss a solution. I have attached the original invoice for your reference. Thank you for your attention to this. Best regards, [Your Name]
Subject Line
Follow-Up: Invoice #[Number] - Payment Due [Date]
Alternative Versions
More Direct Version
directDear [Client], Invoice #[Number] for $[Amount] was due on [Date] and remains unpaid. Please process payment or let me know if there is an issue. [Your Name]
Warmer Version
warmHi [Client], hope you are well! Just a friendly nudge about Invoice #[Number] -- it looks like it may have slipped through. Totally understand how busy things get. Could you let me know when I can expect payment? Happy to resend the invoice if that helps. Thanks! [Your Name]
Formal Version
professionalDear [Client Name], This is a formal follow-up regarding Invoice #[Number] in the amount of $[Amount], issued on [Date] with payment terms of Net [X]. As of today, the invoice is [X days] past due. I kindly request immediate payment or confirmation of a payment timeline. Should there be any discrepancy, please advise at your earliest convenience. Best regards, [Your Name]
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When to Use This
Send this when: - The invoice is 7-14 days past due - This is your first follow-up on this invoice - You want to maintain the relationship - You have not received any communication about the delay
What Not to Say
Avoid: - Being aggressive on the first follow-up - Threatening legal action immediately - Continuing to do work before getting paid - Not having a paper trail of the original agreement - Accepting excuses indefinitely
Follow-Up Message
If You Need to Follow Up
If still unpaid after 30 days: "Dear [Client Name], this is my final follow-up regarding Invoice #[Number] for $[Amount], now [X days] past due. I need to receive payment by [date] to avoid further action. Please confirm receipt and payment timeline. Thank you, [Your Name]"