Chasing a late invoice is awkward, and a clear, polite message makes it easier. Below are ready-to-use messages for email and WhatsApp: before the due date, just after it, a firm follow-up and a final notice. Copy one, fill in the blanks, and attach the invoice again.
- Before the due date (optional): a short heads-up, 2 to 3 days earlier.
- 1 to 2 days after: a friendly reminder.
- About 7 days after: a firmer follow-up.
- About 14 days after: a final notice.
Reminder 1: friendly, just after the due date
Subject: Reminder: invoice INV-0003 (due 6 November)
Hi Maria,
A quick reminder that invoice INV-0003 for $320.00 was due on 6 November. I have attached it again for convenience.
If you have already paid, thank you, and please ignore this message. Otherwise, could you let me know when I can expect payment?
Thanks,
Sam
WhatsApp version: Hi Maria, a quick reminder that invoice INV-0003 ($320.00) was due on 6 Nov. Could you let me know when it will be paid? Thanks!
Reminder 2: firmer, about a week later
Subject: Second reminder: invoice INV-0003 is overdue
Hi Maria,
I wrote last week about invoice INV-0003 for $320.00, which is now 7 days overdue. I have attached it again.
Please arrange payment by 20 November, or let me know if there is a problem I can help with.
Kind regards,
Sam
Reminder 3: final notice
Subject: Final notice: invoice INV-0003
Hi Maria,
Invoice INV-0003 for $320.00 is now 14 days overdue, and I have not had a reply to my earlier messages. Please pay in full by 27 November.
If I do not hear from you by then, I will have to pause further work for you and consider my options.
Kind regards,
Sam
Only say what you are prepared to do, and check what you are allowed to do where you work. Keep every message calm and factual.
Before the due date: a gentle heads-up
Hi Maria, a friendly note that invoice INV-0003 for $320.00 is due on 6 November. The payment details are on the invoice. Let me know if you need anything from me.
Make reminders easier to act on
- Put clear terms on the invoice In the invoice generator, choose Payment terms (for example 14 days) so the due date is printed and nobody can say they did not know.
- Put how to pay on the invoice Add your bank details or payment link in the notes, so a reminder can say “details are on the invoice”.
- Keep the PDF you sent Click Download PDF, and attach the same file again to each reminder.
- Close it with a receipt When the money arrives, thank the client and send a PAID receipt from the receipt generator, with the invoice number in Reference.
Make a clear invoice first
A due date and payment details on the invoice mean fewer reminders later. Free, no sign-up.
Tips for getting paid without a fight
- Be specific: invoice number, amount and due date in every message.
- Be polite, even when firm. Most late payers are disorganised, not dishonest.
- Agree terms before you start, and put them in your quote.
- Ask for a deposit on bigger jobs, so less is at risk.
- Keep records: save each message you send, with its date.
Sending invoices regularly?
The free generator does not send reminders for you; you send them yourself with the wording above. See free vs paid invoice generator for what each plan includes. If you invoice often, the Starter plan saves your invoices and customers in an account and lets you mark an invoice paid, so you can see at a glance which ones are still unpaid. Starter costs $0.99 for a day or $3.99 a month, with a free 7-day trial and no card needed.
A note on local rules: what you may charge for late payment, and what you may do about unpaid invoices, depends on your country. This guide covers polite, practical wording only. For legal steps, ask a local professional.
Questions people ask
How soon after the due date should I send a reminder?
A day or two after is fine. Many invoices are simply forgotten, not ignored on purpose. A short, friendly message usually gets paid.
How many reminders should I send?
Three is a common pattern: a friendly note just after the due date, a firmer one about a week later, and a final notice a week after that. Then decide whether to stop work or take further steps.
Should I send reminders by email or WhatsApp?
Use whichever you and the client normally use. Email leaves a record, so send the first reminder and the final notice by email, and use WhatsApp for a quick nudge.
Can I charge interest or a late fee?
Only if you agreed it beforehand, for example in your quote or invoice terms. Rules on late fees differ from country to country, so check what is allowed where you work.
What should I attach to a reminder?
The original invoice PDF again, so the client does not need to search for it. Always quote the invoice number and the amount due.
What if the client says they already paid?
Ask for the date and how they paid, then check your records. If you find the payment, thank them and send a receipt. If not, politely ask for a proof of payment.
Related tools and guides
- Invoice generator — free PDF invoices with payment terms and due dates.
- Receipt generator — confirm payment with a PAID receipt.
- How to write an invoice — the full checklist and example.
- How to number invoices — formats and rules.