Subject: Following up: invoice [#1234], $[amount]
Hi [First name], Following up on invoice [#1234] for $[amount], which was due on [date] and is now a week past due. Can you let me know whether it has been approved on your side, or if anything is holding it up? If there is a problem with the invoice itself, I would rather fix it now than have it sit. Invoice attached. Payment details: [link or remittance details]. Thanks, [Your name]
A week past due, the friendly assumption that it slipped is getting thinner. This email asks a direct question and gives the client a graceful way to tell you what is wrong. Most replies to this one are 'it is in our queue,' 'we never got it,' or a paperwork problem, and all three are solvable the same day.
What to change
- The question. Keep it to one: is it approved, or is something blocking it? Do not add 'or should I send it to someone else?'
- The invitation to flag problems. This line is what turns a silent short-pay or dispute into a conversation. Keep it.
What to avoid
- Restating the friendly reminder. This one should feel like a step, not a repeat.
- Mentioning consequences. Too early.
- Sending on a Friday afternoon. Midweek sends get a third more replies.
Common questions
What should a second payment reminder say?
Name the invoice, amount, due date, and days past due in the first sentence, then ask one direct question: has it been approved, or is something holding it up? Invite the client to flag any problem with the invoice.
How long after the first reminder should you follow up?
About a week. Day 1 friendly, day 7 direct, day 21 firm is a solid cadence.
What if the client says the invoice is in their queue?
Ask for the expected payment date, record it, and follow up the morning after that date if nothing arrives. A promise without a date is not a promise.