Most people don't struggle to know they should follow up on an unpaid invoice. They struggle to write the email without sounding desperate, rude, or like a robot.
Below are invoice follow-up email templates you can copy — a friendly nudge, a firm unpaid invoice reminder, and a final notice. Swap the brackets for your details and send from your own address.
What makes a good invoice follow-up
- Specifics — invoice number, amount, and original send or due date
- One ask — confirm payment timing or raise a question; don't dump your whole ledger
- Tone that matches lateness — day 3 after due is not the same as day 45
- An easy reply — "Did this land?" beats a wall of legal language
Template 1 — Friendly invoice follow-up (just past due)
Use when the due date recently slipped and you still assume good intent.
Subject: Quick check-in on invoice [INV-2041] Hi [Name], Hope you're well. Just following up on invoice [INV-2041] for [amount], sent on [date] (due [due date]). Wanted to make sure it didn't get buried — happy to resend the PDF or answer any questions on the line items. Thanks, [Your name]
Template 2 — Unpaid invoice reminder (firm, still polite)
Use when you've already nudged once, or they're clearly overdue with no reply.
Subject: Reminder: invoice [INV-2041] still open ([amount]) Hi [Name], I'm following up again on invoice [INV-2041] for [amount], originally due [due date]. I haven't seen payment land yet. If there's a blocker on your side — PO, revised amount, timing — just say the word and we can sort it. Otherwise, could you confirm when payment will go out? Appreciate it, [Your name]
Template 3 — Final notice (relationship-safe)
Use after silence or broken promises. Clear, not theatrical.
Subject: Final follow-up on invoice [INV-2041] Hi [Name], This is my final follow-up on invoice [INV-2041] for [amount], outstanding since [due date]. Please arrange payment by [date], or reply with the status on your end so I know how to proceed. I'm happy to send a fresh copy of the invoice if that helps. Thanks, [Your name]
Invoice reminder email sample — after they promised a date
If they said "paying Friday" and Friday passed, reference the promise. That's more effective than a generic reminder for an unpaid invoice.
Subject: Following up on [INV-2041] — Friday payment Hi [Name], You mentioned payment on [INV-2041] ([amount]) would go out by last Friday. I haven't seen it yet — did something shift on timing? Happy to adjust if you need a new date; just want to keep this closed out. Thanks, [Your name]
Tips before you hit send
- Send from the same thread as the original invoice when you can.
- Don't attach guilt essays — attach the PDF only if they asked or it might be lost.
- Escalate tone across touches; don't start at "final notice."
- Stop chasing the moment you confirm payment — no leftover nags.
For more on timing and tone, see how to send a polite unpaid invoice reminder and how to politely follow up on an invoice.