Late payment reminder email templates: three polite to firm messages
Chasing an invoice is awkward, so many freelancers wait too long. Fill in the details once and copy three e-mails: a friendly nudge, a firmer second notice and a final reminder.
Tone
First reminder
A few days after the due date
Subject
Reminder: invoice [Invoice number]
Hello [Client name],
I hope you are well. This is a friendly reminder that invoice [Invoice number] for [Amount] was due on [Due date] and I have not yet received the payment.
If you have already paid, thank you and please ignore this message. I have attached the invoice again for convenience.
If anything is unclear or there is a problem with the invoice, just reply to this e-mail.
Kind regards,
[Your name]
Second reminder: invoice [Invoice number] is overdue
Hello [Client name],
I wrote on invoice [Invoice number] ([Amount], due [Due date]) before and I still have not received payment, so it is now overdue.
Please transfer the amount as soon as you can, or let me know when I can expect it. If there is a reason for the delay, I am happy to talk it through.
Please note that under the EU Late Payment Directive (2011/7/EU), as implemented in national law, statutory interest on late commercial payments and a minimum fixed amount of EUR 40 for recovery costs may be charged.
Kind regards,
[Your name]
Hello [Client name],
Invoice [Invoice number] for [Amount], due on [Due date], remains unpaid despite my earlier reminders.
Please pay the full amount within 7 days of this message. If I do not receive payment or a reply by then, I will have to pause our work together and pass the matter on to further collection steps, which would add costs for you.
Please note that under the EU Late Payment Directive (2011/7/EU), as implemented in national law, statutory interest on late commercial payments and a minimum fixed amount of EUR 40 for recovery costs may be charged.
I would much prefer to resolve this directly, so please get in touch today.
Sincerely,
[Your name]
A planning aid, not tax, legal or accounting advice. Your figures are calculated in your browser. If you enter your e-mail to see the results, we store it together with the figures you entered.
How to use them
Send the first reminder a few days after the due date, the second after about ten days and the final one after about three weeks.
Attach the invoice again each time and keep the tone calm; a late payment is usually an oversight.
The optional interest paragraph refers to the EU Late Payment Directive (2011/7/EU) for business-to-business payments. Amounts and rules differ by country, so check what applies to you before you claim interest.
These are templates, not legal advice. For large or disputed amounts, ask a lawyer.
Do this automatically in Frusma
Frusma sends these reminders for you at the days you choose, attaches the invoice and records each one.
About three to seven days after the due date. A short, friendly message solves most late payments.
Can I charge interest on late payments?+
In the EU, business-to-business invoices generally carry statutory late-payment interest and a minimum fixed recovery fee of EUR 40 under the Late Payment Directive as implemented nationally, unless the contract says otherwise. Check your country’s rules.
What if the client still does not pay?+
Send the final reminder with a clear deadline, pause new work, and consider a formal demand letter or a collection agency. Keep a record of every message.
How can I avoid late payments?+
State the payment terms on every invoice, invoice promptly, ask for a deposit on larger projects, and automate reminders so they go out on time.
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