# Unpaid invoice follow-ups Ten emails for when an invoice is late. They stay polite on purpose. Most late invoices are buried, stuck in a process, or waiting on a question — not a refusal to pay. ## How to use this pack - Send one email, then wait. A few quiet days beat three tones in the same afternoon. - Stay in the original thread and attach the invoice PDF again. - Fill every bracket. Read it once more and delete any line that still has a bracket. - Use the pause email only if you will actually stop new work. Do not send it as a bluff. - On the final notice, keep one closing and delete the other two, plus the instruction line. - If a date is promised, do not write again until that date has passed. > These are reminders you can send yourself. They are not a contract, a court filing, or advice from a lawyer or an accountant. Only say you will pause work, hand an invoice to someone else, or start a dispute if you will actually do that. ## 1. Friendly reminder **When to send:** Two or three days after the due date, when you have heard nothing. **Subject:** Invoice [Invoice number] — a quick reminder **Body:** Hi [Client name], I hope the work on [Project] is being useful. Invoice [Invoice number] for [Amount] was due on [Due date]. I am sending this in case it slipped under other mail. The invoice is here: [Invoice link] You can pay here: [Payment link] If it is already on its way, thank you — you can ignore this note. [Your name] [Business name] ## 2. In case it got buried **When to send:** About a week after the due date, or sooner if you know their inbox is crowded. **Subject:** Resending invoice [Invoice number] for [Amount] **Body:** Hi [Client name], I am resending invoice [Invoice number] in case the first copy got buried. It is for [Project]. The amount is [Amount], and it was due on [Due date]. The PDF is attached again. The same copy is here: [Invoice link]. Payment link: [Payment link]. If it should go to someone else on your side, send me their email and I will address the invoice to them and copy you. [Your name] [Business name] ## 3. Anything unclear? **When to send:** When silence might mean a question about the invoice, not a missed email. **Subject:** Anything look off on invoice [Invoice number]? **Body:** Hi [Client name], I have not seen payment for invoice [Invoice number] ([Amount], due [Due date]), and I want to check whether something on it is unclear. If a line, a date, or the total looks wrong, tell me. I will correct it and send a revised invoice. If the invoice is right and it is waiting on a process, a short note on where it sits is enough. Invoice: [Invoice link] Pay: [Payment link] [Your name] [Business name] ## 4. Ask for a date **When to send:** When you need a date you can plan around, and you are willing to stop chasing until that date. **Subject:** When should I expect invoice [Invoice number]? **Body:** Hi [Client name], I am planning the next few weeks and I need a date for invoice [Invoice number]. Amount: [Amount] For: [Project] Original due date: [Due date] Invoice: [Invoice link] Pay: [Payment link] Please reply with the date you expect to pay it, even if that date is later than the due date. I will confirm it, and I will not chase you before then. [Your name] [Business name] ## 5. A split is fine **When to send:** When the total may be the blocker, and you are willing to take the money in parts. **Subject:** Invoice [Invoice number] — we can split [Amount] **Body:** Hi [Client name], If the full [Amount] on invoice [Invoice number] is what is holding this up, we can split it. One way that works: half now, and the rest on a date you name within 30 days. If another split is easier, propose it. I will reply with a short confirmation of whatever we agree. The original invoice stays the record of the full amount. Invoice: [Invoice link] Pay: [Payment link] If the amount itself is wrong, say so and I will fix the invoice instead of splitting it. [Your name] [Business name] ## 6. Holding further work **When to send:** When you have decided to stop new work until this invoice is paid. **Before you send:** Send this only if you will actually pause. Take it out of the sequence if you are still willing to keep working. **Subject:** Holding further work on [Project] until invoice [Invoice number] is paid **Body:** Hi [Client name], I am pausing any further work on [Project] until invoice [Invoice number] is paid. What is already delivered stays delivered. I am not undoing it. I am also not starting the next piece until [Amount] is settled. The invoice was due on [Due date]. Invoice: [Invoice link] Pay: [Payment link] If a pay date is already set, reply with it and I will keep that date. Otherwise I will wait to schedule anything new. [Your name] [Business name] ## 7. The facts, in one place **When to send:** Two weeks or more overdue, when the thread is long and you want one message they can forward. **Subject:** Invoice [Invoice number] is still open — [Amount] **Body:** Hi [Client name], I am putting the details in one place so they are easy to forward to whoever pays this. Invoice number: [Invoice number] Amount: [Amount] For: [Project] Due: [Due date] Invoice: [Invoice link] Pay: [Payment link] I have not received payment, and I have not received a note about a problem with the invoice. If someone else should have it, send me their email and I will write to them and copy you. If you have already paid, tell me the date and the method so I can match it. [Your name] [Business name] ## 8. One specific reply **When to send:** When you want a single concrete answer, and you will keep your word about staying quiet until that date. **Subject:** Please send a pay date for invoice [Invoice number] **Body:** Hi [Client name], I only need one thing from you on invoice [Invoice number]: a pay date. The amount is [Amount], for [Project], originally due [Due date]. Invoice: [Invoice link] Pay: [Payment link] Reply with a date. If that date passes without payment, I will write again. I will not send extra reminders between now and the date you give me. [Your name] [Business name] ## 9. Before the last note **When to send:** A few days before you intend to send the final notice. Name the date out loud. **Subject:** Invoice [Invoice number] — one note left after this **Body:** Hi [Client name], This is the reminder before a final notice on invoice [Invoice number]. Amount: [Amount] For: [Project] Original due date: [Due date] Invoice: [Invoice link] Pay: [Payment link] I will send that final notice on [Final notice date] if I have not received payment or a reply. If something on the invoice is wrong, I need to hear it before that date so I can correct it. A pay date before then is welcome too. [Your name] [Business name] ## 10. Final notice **When to send:** The last email you will send about this invoice. Do not send it if you expect to keep reminding them. **Before you send:** Keep one closing. Delete the other two, and delete the instruction line, before you send. **Subject:** Final notice — invoice [Invoice number] for [Amount] **Body:** Hi [Client name], This is the last reminder I will send for invoice [Invoice number]. Amount: [Amount] For: [Project] Original due date: [Due date] Invoice: [Invoice link] Pay: [Payment link] Earlier notes in this thread asked for payment, or for a correction if the invoice was wrong. I have not received either. Please pay by [Final notice date], or reply before then if the invoice needs a fix. Choose one closing below. Delete the other two. Delete this instruction line before you send. Closing A — if you will stop writing and stop new work: After [Final notice date] I will close my file on this invoice as unpaid, and I will not schedule new work. I will not send another reminder. Closing B — if a bookkeeper or a collector will actually take it: After [Final notice date] I will hand the invoice to [Bookkeeper or collector] to collect. I will not send another reminder myself. Closing C — if you will use a dispute process and you mean it: After [Final notice date] I will treat the amount as still owed and I will use the dispute process available to me where I work. I will not send another reminder first. [Your name] [Business name]