7 Payment Request Email Templates for Customers (Polite + Professional)

Email Templates (Copy-and-Paste)

1) Friendly reminder before the due date (7 days out)

Subject options:

Hi [Customer Name],
Hope you’re doing well. This is a quick reminder that Invoice [#1234] for $[Amount] is scheduled to be due on [Due Date].

For convenience, I’ve attached the invoice again and included the payment link here:
Pay here: [Payment Link]

If you’ve already queued this up, no action needed. If anything on the invoice needs an update (PO number, billing address, line item detail), just reply and I’ll fix it right away.

Thank you,
[Your Name]
[Company]
[Phone] | [Email]

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2) Due today (polite, simple, and direct)

Subject options:

Hi [Customer Name],
A friendly reminder that Invoice [#1234] for $[Amount] is due today, [Due Date].

To make it easy, here’s the payment link and the invoice is attached again:
Pay here: [Payment Link]

If payment is already scheduled, could you reply with the expected payment date? That helps me keep records accurate on my side.

Thanks so much,
[Your Name]

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3) 3 days overdue (assume it’s an oversight)

Subject options:

Hi [Customer Name],
I’m following up because Invoice [#1234] for $[Amount] was due on [Due Date] and is now 3 days past due.

Most of the time this is simply a missed email or approval step, so I’m resending the invoice here and sharing the payment link again:
Pay here: [Payment Link]

If there’s any issue I should know about (revised paperwork, billing questions, timing), just reply and I’ll work with you.

Appreciate your help,
[Your Name]

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4) 7 days overdue (firm, still professional)

Subject options:

Hi [Customer Name],
Checking in again on Invoice [#1234] for $[Amount], originally due [Due Date]. At this point it’s 7 days past due.

Please take care of payment today using the link below, or reply with the date payment will be issued:
Pay here: [Payment Link]

If you need me to resend to a different billing contact or include a PO/reference number, tell me who to send it to and I’ll do it immediately.

Thank you,
[Your Name]
[Company]

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5) “Payment plan / partial payment” option (saves relationships)

Subject options:

Hi [Customer Name],
I want to get Invoice [#1234] for $[Amount] resolved in a way that’s easy on both sides.

If paying the full amount right now is difficult, here are two options that work well:

1. Pay $[Partial Amount] today, and the remaining balance on [Date], or

2. Split into [2/3] payments on [Date 1] / [Date 2] / [Date 3]

You can make the first payment here:
Pay here: [Payment Link]

Reply with the option you prefer, and I’ll confirm in writing so we’re aligned.

Thanks,
[Your Name]

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6) Final notice (clear next steps, no threats)

Subject options:

Hi [Customer Name],
This is my final email reminder regarding Invoice [#1234] for $[Amount], due [Due Date].

Please submit payment by [Final Deadline Date] using the link below:
Pay here: [Payment Link]

If I don’t hear back by then, I’ll need to proceed with the next step per our terms, which may include pausing further work/service and/or moving the balance to formal collections/administrative handling.

If there’s a billing dispute or you need documentation to approve payment, reply today and I’ll help.

Sincerely,
[Your Name]
[Company]
[Phone]

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7) “Wrong person / resend to AP” (fast fix for B2B delays)

Subject options:

Hi [Customer Name],
Quick question so I can get this resolved: who is the correct contact for invoice payment on your side (Accounts Payable or billing)?

Invoice details: [#1234] for $[Amount], due [Due Date]. The invoice is attached again, and here’s the payment link:
Pay here: [Payment Link]

If you share the right name/email, I’ll resend it directly and CC you.

Thank you,
[Your Name]

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Subject lines that increase responses (without sounding rude)

• “Invoice [#] due [date]” (simple, specific)

• “Action needed: Past-due invoice [#]”

• “Please confirm payment date for invoice [#]”

• “Final notice: Invoice [#]”

Avoid: “URGENT!!!” or “PAY NOW” unless you’re ready for the customer to feel attacked.

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FAQ

Should I attach the invoice every time?

Yes. People search their inbox, miss the original attachment, or forward internally. Reattaching removes friction and speeds up approval.

When is it okay to mention late fees?

Only if late fees are in your written terms (contract/invoice terms) and allowed where you operate. Mention them calmly and only after at least one friendly reminder.

What if the customer says they never received the invoice?

Assume good faith. Resend immediately, confirm the correct billing email, and ask if they need a PO number or vendor form completed.

Should I call or only email?

Email first for documentation, then call if you’re at 7–14 days overdue or if the amount is significant. After the call, send a brief recap email.

How do I stop this from happening again?

Use deposits, milestone billing, “pay online” links, shorter terms (Net 7/Net 15), and automated reminders. Tools like QuickBooks can schedule reminders so follow-up is consistent. QuickBooks

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Checklists

Payment request email checklist (before sending)

Overdue escalation checklist (after sending)

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Final Thoughts

You do not need to be aggressive to get paid faster, you need to be consistent. If your emails are clear, your payment process is easy, and your follow-ups are automatic and predictable, most customers will pay without resentment, and the ones who don’t will reveal themselves quickly.

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Video section (related how-to videos)

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Sources

• Federal Reserve Banks, Small Business Credit Survey: “2024 Report on Payments” Fed Small Business

• Intuit QuickBooks: “2025 Small Business Late Payments Report” QuickBooks

• Xero (U.S. release): small business payment-time and lateness metrics Xero

• JPMorgan Chase Institute: “Cash is King: Flows, Balances, and Buffer Days” JPMorgan Chase

• Intuit QuickBooks support: automated payment reminders QuickBooks

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Disclaimer

This article provides general information and templates, not legal, accounting, or financial advice. Laws and contract terms vary, so adapt wording to your situation and local requirements.