How to write a friendly payment reminder, with an example

A client has not paid your invoice yet. You want to follow up and keep the relationship positive. How do you phrase it? A friendly payment reminder is short, identifies the outstanding invoice and asks for payment by a specific date. There is no need to apologise: you are asking to be paid for work you have done.

Create your reminder below. Enter your business name and invoice details, choose your tone, and copy the text into your email app.

Check whether a reminder is needed

Before sending, check that the agreed due date has passed and that the payment has not arrived in the meantime. Also check for partial payments or a different payment arrangement you have agreed with the client. This helps you avoid sending an unnecessary reminder.

Send the reminder to the person or department responsible for payment. At a larger client, that may be the finance department, even if you worked with someone else during the project.

What should a friendly payment reminder include?

These details help your client understand the request and act on it:

• A recognisable subject: for example, ‘Friendly reminder – invoice 2026-042’.
• The invoice details: invoice number, invoice date and the amount still outstanding.
• The original due date: so it is clear why you are getting in touch.
• A specific payment request: state the date by which you would like to receive payment.
• Payment details: your IBAN, account holder name and invoice number as the payment reference. Include your payment link if you have one.
• The invoice as an attachment: so the client does not have to search for the original email.

Use the tone you normally use with this client. If your emails usually start with ‘Hi’, a reminder does not suddenly need to begin with ‘Dear Sir or Madam’.

Keep it friendly and clear

Being friendly does not mean leaving your request vague. ‘Could you perhaps have a look sometime soon?’ leaves the next step unclear. ‘Could you please transfer the outstanding amount by 2 October?’ gives the client a specific action and date.

Keep the wording factual. ‘According to my records, the invoice is still outstanding’ leaves room for a payment you have not processed yet. ‘You have failed to pay again’ sounds accusatory and makes the conversation harder.

Make it easy to reply, too. A client may have a question about an invoice line, a missing purchase order number or the payment details. A short invitation to get in touch helps bring that to light.

What if there is no reply?

Check your payments again after the date you specified. If the invoice is still outstanding, contact the client personally. Ask whether the reminder arrived and when you can expect payment. Confirm any new arrangement by email so you both have the same date in mind.

For reminder timing and the next steps when payment does not arrive, read Invoice not paid? How to send a payment reminder.

Your own reminder wording in factuurmaken

With factuurmaken, you can set up automatic payment reminders with your own wording and sending schedule. Use the same friendly tone as in your usual client emails and keep the payment request clear. When adapting your template, check that you have not left an example amount, invoice number or fixed date in the text.