How to write a late payment reminder that keeps the customer

Last updated November 2, 2026. All guides

Send three short reminders: a friendly one now, a firmer one when the invoice is 30 days late and a final one at 45 days. Each repeats the same facts (invoice number, amount, the work and how late it is) and asks for payment by a specific day. Mention a consequence, such as a late fee, only if it’s true and you’ll really follow through.

The three reminders

1. Friendly: send now

Two to four sentences. Name the invoice, the amount, the work and how late it is. Ask for payment by a specific day, such as this Friday. Invite them to say if anything on the invoice looks wrong. Assume an honest delay.

2. Firmer: 30 days late

Polite and direct. Give the same facts, say it’s now 30 days late and that this follows an earlier reminder. Ask for payment by a date, or a reply with the date they’ll pay.

3. Final: 45 days late

Short and serious. Give the same facts, say earlier reminders haven’t resolved it, and ask them to pay or call by a date. Say what happens next only if you’ve decided it and will really do it.

Example: an invoice three weeks late

The day-30 reminder sits in between: the same facts, a line saying it follows an earlier reminder, and a request for payment or a date.

Before you send, check

• The facts match the invoice: name, number, amount and work.
• Each reminder goes out on a working day. One that arrives on a holiday is easy to miss.
• Anything in square brackets is filled in.
• Nothing threatens a step you haven’t decided on.
• If they’ve paid part, the later reminders show the new amount.

What to leave out

• Late fees or interest that aren’t in your contract or terms.
• Hints such as “further action” or “other options.” If you won’t do it, don’t suggest it.
• Collections, liens, credit reporting or legal action, until you’ve checked with your lawyer. The rules vary by place, and a threat that isn’t accurate can cause you real trouble.
• Guilt, sarcasm, capital letters and stiff phrases such as “kindly remit” or “per my last email.”
• Private notes. “Slow payer” is for your records, not the email.

When to talk to your lawyer or accountant

If the customer disputes the work, has closed or is threatening you, or if you’re thinking about collections, a lien or court, ask your lawyer soon. Some of these steps have deadlines.

Questions

Should I call instead of emailing?

A call can sort out a simple mix-up faster. Follow it with an email that confirms what you agreed, so you both have it in writing.

Can I add a late fee to a reminder?

Only if your contract or terms already include it and you’ll really charge it. Whether a fee is allowed, and how much, depends on where you are, so check with your accountant or lawyer.