Asking for money you're owed is one of the most uncomfortable parts of running a business. But here's the truth: you did the work, and you deserve to be paid. The key is knowing how to ask professionally.
This guide gives you word-for-word templates for every situation, from gentle reminders to firm final notices.
The Psychology of Payment Requests
Before we dive into templates, understand these principles:
Assume good intent – Most late payments are due to oversight, not malice. Start friendly.
Be specific – Vague requests get vague responses. Include invoice numbers, amounts, and dates.
Make it easy – Always include payment instructions or links.
Stay professional – No matter how frustrated you are, angry emails rarely get paid faster.
Document everything – Keep records of all communications.
Before Payment Is Due: The Proactive Approach
The best payment reminder is one sent before the invoice is late.
3-5 Days Before Due Date
Subject: Reminder: Invoice #1234 due on December 15
Hi [Client Name],
I hope this finds you well! This is a quick reminder that invoice #1234 for $2,500 is due on December 15.
For your convenience, here's the payment link: [Payment Link]
If you have any questions about the invoice, just let me know.
Best, [Your Name]
This works because it's:
- Friendly and non-accusatory
- Specific (invoice number, amount, date)
- Helpful (payment link included)
Day Payment Is Due
If you haven't received payment by end of day:
Subject: Invoice #1234 due today
Hi [Client Name],
Just a quick note that invoice #1234 for $2,500 is due today.
I've attached the invoice for reference and included the payment link below for your convenience:
[Payment Link]
Thanks! [Your Name]
First Late Payment Reminder (1-3 Days Late)
Stay light and assume it slipped their mind.
Subject: Quick reminder: Invoice #1234 (now past due)
Hi [Client Name],
I hope you're doing well! I wanted to follow up on invoice #1234 for $2,500, which was due on December 15.
I understand things get busy—just wanted to make sure this didn't slip through the cracks.
You can pay directly here: [Payment Link]
If there's an issue with the invoice or payment, please let me know and I'm happy to help sort it out.
Best, [Your Name]
Second Reminder (7 Days Late)
A bit more direct, but still professional.
Subject: Following up: Invoice #1234 – 7 days overdue
Hi [Client Name],
I'm following up on my previous email regarding invoice #1234 for $2,500, which is now 7 days past the due date of December 15.
Could you let me know when I can expect payment? If there are any issues preventing payment, I'd be happy to discuss.
For reference, here's the payment link: [Payment Link]
I've also attached the original invoice.
Please reply to confirm receipt of this email.
Thanks, [Your Name]
Notice the request to "reply to confirm receipt"—this encourages a response even if they can't pay immediately.
Third Reminder (14 Days Late)
Time to be more firm while staying professional.
Subject: Urgent: Invoice #1234 – 14 days overdue
Hi [Client Name],
I've reached out several times regarding invoice #1234 for $2,500, which is now 14 days overdue.
As of [today's date], the outstanding balance is $2,500 [plus any late fees if applicable].
I need to receive payment or hear from you by [specific date—give them 3-5 days] to avoid further action.
If you're experiencing difficulties with payment, please contact me immediately so we can discuss options.
Payment link: [Payment Link]
Please treat this as urgent.
Best regards, [Your Name]
Final Notice (30 Days Late)
Last chance before escalation.
Subject: Final Notice: Invoice #1234 – Immediate payment required
Dear [Client Name],
Despite multiple attempts to contact you, invoice #1234 for $2,500 remains unpaid, now 30 days past the original due date.
This is a final notice before I am forced to [take further action / engage a collection agency / pursue other remedies].
To resolve this matter immediately, please submit payment by [date—3 business days]:
Payment link: [Payment Link]
If there are circumstances preventing payment that I'm not aware of, this is your opportunity to communicate them.
I sincerely hope we can resolve this without further action.
Regards, [Your Name]
Phone Scripts
Sometimes email isn't enough. Here's how to handle phone calls:
Friendly First Call
"Hi [Client Name], this is [Your Name]. I'm calling about invoice #1234 for $2,500 that was due on [date]. I wanted to check in and see if there's anything I can help with to get this processed. Do you have a moment to discuss?"
Follow-Up Call
"Hi [Client Name], I'm following up on my previous messages about invoice #1234. The balance of $2,500 is now [X] days overdue. Can you tell me when I should expect payment?"
Final Call
"Hi [Client Name], I need to speak with you urgently about the outstanding balance of $2,500. I've sent multiple notices without response. Before I'm forced to take further steps, I wanted to give you one more chance to resolve this directly. Can we discuss this today?"
What to Say When They Give Excuses
"I never received the invoice"
"No problem! I'll resend it right now. Can you confirm [email address]? I'll also include a payment link for convenience. When can I expect payment once you receive it?"
"We're having cash flow issues"
"I understand things can get tight. Would it help to set up a payment plan? We could split this into [2-3] payments over the next [timeframe]. What works for you?"
"The check is in the mail"
"Great, thank you! Can you give me the check number and mailing date so I can watch for it? If it doesn't arrive by [date], I'll follow up."
"I need to check with accounting"
"Of course. Who should I follow up with directly? And when should I expect to hear back?"
When to Escalate
Consider escalation when:
- 60+ days have passed with no payment
- Client has stopped responding entirely
- Amount owed justifies the effort
- You've exhausted polite options
Escalation options:
Preventing Late Payments
The best collection is one you never have to make:
- Clear contracts – Include payment terms before starting work
- Deposits – Require upfront payment, especially for new clients
- Milestone payments – Break large projects into paid phases
- Easy payment options – Accept cards, offer payment links
- Prompt invoicing – Send invoices immediately upon completion
- Automatic reminders – Use software that reminds clients automatically
Frequently Asked Questions
How do I politely remind a client about an overdue invoice? Send a friendly email that assumes good intent, includes the specific invoice number and amount, provides a payment link for convenience, and asks if there are any issues you can help resolve. Avoid accusatory language.
When should I send a payment reminder? Send a proactive reminder 3-5 days before the due date, another on the due date if unpaid, then follow up at 1-3 days late, 7 days late, 14 days late, and 30 days late with increasingly firm but professional messages.
What should I do if a client says they never received my invoice? Respond politely, resend the invoice immediately, confirm their email address, include a payment link, and ask when you can expect payment once they receive it. Document that you resent it.
How long should I wait before sending an invoice to collections? Most businesses wait 60-90 days before considering collections. Exhaust polite options first, ensure the amount owed justifies the effort, and document all communication attempts.
How can I prevent late payments in the future? Use clear contracts with payment terms, require deposits from new clients, break large projects into milestone payments, offer easy payment options like credit cards, send invoices immediately, and use automated reminders.
Key Takeaways
Remember: asking to be paid for work you've completed is not rude. It's business. Stay professional, be persistent, and don't let outstanding invoices quietly pile up.
You did the work. You deserve to be paid.
Ready to simplify your invoicing?
Create your first invoice in under 2 minutes. No credit card required.
BillerBear Team
Helping professionals invoice beautifully
Try BillerBear free
Create professional invoices in minutes. No credit card required.
Continue reading
5 Invoicing Mistakes That Are Costing You Money
If clients are slow to pay, the problem might not be them — it might be your invoice. Here are the most common invoicing mistakes freelancers make and how to fix them.
When to Follow Up on an Invoice (A Freelancer Timeline)
Not sure when to follow up on an unpaid invoice? Here's the exact timeline freelancers should use — before and after the due date.
Should Freelancers Charge Late Fees? Pros, Cons, and What Actually Works
Late fees sound like an easy fix for unpaid invoices — but do they actually work? Here's an honest breakdown for freelancers, including when to use them and when to avoid them.