When do you need to send a payment reminder?

There’s no universal rule here, but timing really matters when it comes to payment reminders. You’re trying to strike a balance between being respectful and staying on top of your cash flow.

If you’re working with regular clients or long-term customers, you probably have a sense of what’s “normal” for them. Some people pay on the due date, while others need a reminder. If the invoice is for a one-time job or a new relationship, you want to make sure to set expectations early and maintain clear communication from the start.

A good rhythm to follow is:

• One week before the due date – A heads-up. Not pushy, just practical.
• On the due date – A quick, friendly note confirming the payment is due today.
• One week after the due date – Now it’s overdue. You’re still being polite, but firmer.
• Two weeks late – At this point, you’re more direct. You want to resolve it.
• One month late – Time to escalate. Stay respectful, but it’s okay to be more assertive.

You don’t need to guess your way through these — we’ve included templates for each of these checkpoints in our download, so you don’t have to write them from scratch every time. Included in our download is:

• A one-week before template
• On the due date template
• One week after the due date template
• Two-week notice email template
• One-month overdue invoice reminder

We’re offering a free download with ready-to-use templates for every stage: from a gentle reminder to a strong letter for outstanding payment. Whether the invoice is one week out or a full month late, you’ll have the right words on hand.

How to remind someone to pay you

It’s never fun to chase down money. But it’s also part of running a business. The key is to keep things calm, consistent, and clear.

A gentle reminder for payment message should sound like something you’d actually say. No legal threats. No all-caps. Just a simple message that says, “Hey, just checking in — wanted to make sure this didn’t slip through the cracks.”

Here are a few things to keep in mind:

• Use a clear subject line: “Friendly Reminder – Invoice #12345 Due” is fine. No need for drama.
• Lead with understanding: “Just a quick follow-up…” or “Hope all is well — I wanted to touch base about…”
• Include the basics: amount due, invoice number, and payment methods.
• Give them an out: “If you’ve already sent it, feel free to ignore this.”
• Keep it short: Respect their time.

When reminding someone, keep it polite and professional while also being clear about the amount and due date. It’s good to start with a friendly tone and provide all the necessary details, like the invoice number and payment method options. Different payment channels, like a link to pay directly via email (Email Pay), can make the process smoother for the customer. Make sure to provide the correct contact information so that if any questions arrive, they can be handled quickly.

Is it better to send a payment reminder by email or mail?

99% of the time, it’s better to send a payment message by email. It’s faster, gives you a record, and it’s what people check more often, meaning you’re more likely to get a response.

Snail mail might still have a place, but it’s rare. If you’re dealing with an older business that prefers paper communication, or if you’re sending a formal notice after multiple ignored emails, then a letter might make sense. Even then, follow up by phone or email so it doesn’t get buried.

You want to meet your clients where they are — and today, that usually means the inbox.