Payment Reminder Email Samples by Scenario
Not every overdue invoice is the same. A lost invoice needs a different email than a broken payment promise or a client who has gone silent. Browse samples organized by the specific situation you are facing, copy what fits, and adapt it to your needs.
1. Late Approval / Waiting on PO
Your invoice is approved but stuck in the client's internal process.
Subject line options:
Following Up: Invoice [Invoice Number] — Awaiting PO Approval
Quick Check-In on Invoice [Invoice Number] Approval Status
Hi [Client Name],
I hope you are doing well. I wanted to follow up on Invoice [Invoice Number] for [Amount], which I understand has been approved on your end. It seems the purchase order may still be working its way through your internal process.
If there is any additional documentation I can provide to help move things along, I am happy to send it over right away. Could you share an expected timeline for when the PO will be finalized so I can update my records accordingly?
Thank you for keeping me in the loop. I appreciate your help with this.
Best regards,
[Your Name]
[Your Contact Info]
2. Invoice Lost or Never Received
The client claims they never received your invoice.
Subject line options:
Re-Sending Invoice [Invoice Number] for [Amount]
Invoice [Invoice Number] — Resent for Your Records
Hi [Client Name],
No problem at all. I have attached Invoice [Invoice Number] for [Amount] again to this email for your convenience. The original was sent on [Date], but it may not have reached the right inbox.
Could you confirm the best email address for your accounts payable team so I can ensure future invoices go directly to them? Also, if you could let me know once you have received this copy, that would be great.
The payment terms remain [Due Date]. Please let me know if anything else is needed from my side.
Thanks,
[Your Name]
[Your Contact Info]
Want this tailored to your situation?
Generate with AI →3. Partial Payment Received
The client paid part of the invoice but the balance remains.
Subject line options:
Thank You for Partial Payment — Remaining Balance of [Amount]
Invoice [Invoice Number]: Outstanding Balance of [Amount]
Hi [Client Name],
Thank you for the recent payment toward Invoice [Invoice Number]. I appreciate you getting that processed. I wanted to confirm that I received [Amount paid], and there is a remaining balance of [Amount] still outstanding on this invoice.
Could you let me know when I can expect the remaining amount to be settled? If there were any questions about the balance or if an adjustment was intentional, I am happy to discuss.
I value our working relationship and want to make sure we are on the same page. Thanks for your time.
Warm regards,
[Your Name]
[Your Contact Info]
4. Client Completely Unresponsive
You have sent reminders but received no reply at all.
Subject line options:
Checking In: No Response on Invoice [Invoice Number]
[Client Name] — Please Confirm Receipt of Invoice [Invoice Number]
Hi [Client Name],
I have reached out a couple of times regarding Invoice [Invoice Number] for [Amount], originally due on [Due Date], and I want to make sure my messages are getting through. I understand things get busy, so I just want to confirm this is on your radar.
If email is not the easiest way to connect, I am happy to jump on a brief call at your convenience. Even a quick reply to confirm receipt would be very helpful so I know we are in touch.
Looking forward to hearing from you.
Best,
[Your Name]
[Your Contact Info]
5. Promised Payment Date Missed
The client committed to a payment date but did not follow through.
Subject line options:
Follow-Up: Expected Payment for [Amount] on [Date]
Invoice [Invoice Number] — Payment Expected [Date] Not Received
Hi [Client Name],
I am following up on our previous conversation in which you mentioned that payment for Invoice [Invoice Number] in the amount of [Amount] would be processed by [Date]. I have not yet seen the payment come through, and I wanted to check whether anything has changed on your end.
I completely understand that timelines can shift. If there is a revised date I should expect, please let me know so I can plan accordingly. I appreciate you keeping me updated.
Thank you,
[Your Name]
[Your Contact Info]
6. PO Number Mismatch or Billing Issue
There is a discrepancy in the purchase order or billing details.
Subject line options:
Invoice [Invoice Number] — Clarification Needed on PO Details
Quick Question About Invoice [Invoice Number] Billing Details
Hi [Client Name],
I noticed a discrepancy between the PO number on my records and what appears on your system for Invoice [Invoice Number]. On my end, I have PO [Your PO Number], but it seems your records may reference a different number.
Could you confirm the correct PO number and any other billing details I should update? I want to make sure everything aligns so there are no delays in processing the payment of [Amount]. I am happy to send a corrected invoice as soon as I have the right details.
Thanks for the quick help on this.
Best regards,
[Your Name]
[Your Contact Info]
7. New Contact Person at Client Company
Your original contact left and you need to reach the new AP person.
Subject line options:
Introduction + Outstanding Invoice [Invoice Number] for [Amount]
Reaching Out: Invoice [Invoice Number] Previously Managed by [Previous Contact]
Hi [Client Name],
My name is [Your Name], and I work with your company on [brief project or service description]. I previously coordinated with [Previous Contact] regarding invoicing and payments.
I am reaching out because Invoice [Invoice Number] for [Amount] is currently outstanding, with an original due date of [Due Date]. I understand there may have been a transition, and I want to make sure this does not fall through the cracks. I am happy to resend the invoice and any supporting documentation.
Could you let me know who currently handles accounts payable? I appreciate your help getting this sorted.
Thanks,
[Your Name]
[Your Contact Info]
8. Recurring Client / Repeat Late Payer
A regular client who consistently pays late.
Subject line options:
Friendly Reminder: Invoice [Invoice Number] Now Past Due
[Client Name] — Invoice [Invoice Number] Payment Update
Hi [Client Name],
Just a friendly heads-up that Invoice [Invoice Number] for [Amount] is now past due as of [Due Date]. I always enjoy working with your team, and I want to keep things running smoothly between us.
I have noticed that invoices tend to take a bit longer to process on your end, and I completely understand that every company has its own rhythm. That said, would it be helpful to set up a regular payment schedule or automated reminders so these do not pile up? I think it could save us both some time.
Let me know your thoughts.
Best,
[Your Name]
[Your Contact Info]
Customize These for Your Situation
Every invoice scenario is different. PaidPolite's AI adapts these templates to your specific client, amount, and relationship so you send the right message every time.
Generate Your Custom ReminderFrequently Asked Questions
How do I handle a client who lost my invoice?
▼
Stay calm and professional. Resend the invoice promptly with a brief note confirming the recipient and asking them to verify receipt. Always confirm the correct email address or accounts payable contact so future invoices reach the right person. Avoid any language that implies blame or frustration.
What should I do if only partial payment was received?
▼
Thank the client for the payment they did make, then clearly state the remaining balance and the original invoice number. Ask when you can expect the remainder. Keeping the tone appreciative encourages prompt resolution without creating tension in the relationship.
How do I follow up when the client is completely unresponsive?
▼
Reference your previous attempts with specific dates. Express genuine concern about whether your messages are being received rather than assuming neglect. Offer alternative communication methods such as a brief phone call. If emails consistently go unanswered, try reaching out to a different contact at the company.
What if the client promised to pay but didn't?
▼
Reference the specific date and commitment they made. Keep the tone fact-based rather than accusatory. Ask for an updated payment timeline and whether anything has changed on their end. Documenting commitments in writing after verbal agreements helps prevent this situation in the future.
How do I approach a new contact at a client company?
▼
Introduce yourself briefly and explain the context of the outstanding invoice, including who previously managed the account. Offer to resend all relevant documentation and reference the original agreement. Be patient, as the new contact needs time to get up to speed on existing obligations.
Should I change my approach for repeat late payers?
▼
Yes. With repeat late payers, address the pattern diplomatically while maintaining the relationship. Suggest practical solutions like setting up a regular payment schedule, automated reminders, or adjusting payment terms. The goal is to solve the structural problem, not just chase each individual invoice.