Small Bot Fix Templates Polite payment reminder for freelancers

Polite payment reminder for freelancers

When you freelance, the person who owes you is often someone you'd like to work with again. These reminders are short and warm, assume the best, and make paying a one-click job.

Friendly isn't the same as vague. Every version names the invoice, the amount and the due date, and gives a pay link.

Fill it in for me Opens the free tool in the friendly tone with the day 3 reminder picked. No sign-up.

The templates

Words in [square brackets] are for you to fill in. The tool fills in the day 3 reminder for you.

Before it's due: a heads-up

Subject: Invoice #[invoice number] due on [due date]

Hi [client name],

A quick heads-up that invoice #[invoice number] for [amount] is due on [due date]. Here's the link to pay when you're ready: [pay link]

Thanks again for the work on [project]. It was a pleasure.

Best,
[your name]

A few days late: the friendly nudge (day 3)

Subject: Quick reminder: invoice #[invoice number] ([amount])

Hi [client name],

Hope you're well. Just a friendly reminder that invoice #[invoice number] for [amount] was due on [due date]. It may simply have slipped through the cracks.

You can pay here: [pay link]

If you've already paid, thank you, and please ignore this note.

Thanks,
[your name]

When your contact isn't the one who pays

Subject: Invoice #[invoice number] ([amount]): who should I send this to?

Hi [client name],

Invoice #[invoice number] for [amount] was due on [due date], and I want to make sure it reached the right place. Is there someone in accounts I should send it to, or a purchase order number I should add?

You can pay here: [pay link]

Thanks,
[your name]

Tips

Don't apologize for asking. "Sorry to bother you" makes a normal request sound like a favor. You did the work.
Reply in the same thread as the original invoice, so they have it to hand.
Put your payment terms on every invoice up front, for example "Due within 14 days", so the reminder isn't a surprise.
If the friendly nudge goes unanswered, follow up at day 7 with the day 7 reminder.

Quick answers

How do I politely remind a client to pay?

Keep it short, specific and warm: name the invoice, the amount and the due date, add a pay link, and thank them in case they have already paid.

Is it rude to send a payment reminder?

No. A reminder a few days after the due date is a normal part of running a business. Many late invoices are simply forgotten, and a short reminder gives the client an easy way to fix it.

More reminder templates

Not sure where to start? Read how to chase a late invoice, a short checklist.