Invoice Follow-Up Email Sequence (7 Steps + Templates)

If you’re winging it, you’ll either chase too softly or escalate too fast. This 7-step sequence keeps things professional and gets you a payment date with minimal back-and-forth.

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The 7-step follow-up sequence (timing + what to send)

7 days before due: friendly heads-up
Due date: due today reminder
1–2 days overdue: ask to confirm the payment date
4–5 days overdue: firm follow-up
10–14 days overdue: final notice with a deadline
After deadline: next steps per your agreement
After payment: confirmation + thanks

Email templates

Step 1 — 7 days before due

Subject: Reminder: invoice #{InvoiceNumber} due {DueDate}

Hi {Name},

Friendly heads-up that invoice #{InvoiceNumber} for {Amount} is due on {DueDate}.
Let me know if you need anything from me to process payment.

Thanks,
{YourName}

Step 2 — Due date

Subject: Invoice #{InvoiceNumber} due today

Hi {Name},

Quick reminder that invoice #{InvoiceNumber} ({Amount}) is due today.
Payment details: {PaymentDetails}

Thanks,
{YourName}

Step 3 — 1–2 days overdue

Subject: Quick check-in on invoice #{InvoiceNumber}

Hi {Name},

Just checking in — invoice #{InvoiceNumber} for {Amount} was due {DueDate}.
Could you confirm the expected payment date?

Thanks,
{YourName}

Step 4 — 4–5 days overdue

Subject: Payment date needed — invoice #{InvoiceNumber}

Hi {Name},

Following up on invoice #{InvoiceNumber} ({Amount}), overdue since {DueDate}.
Please reply today with the payment date so we can close this out.

Thanks,
{YourName}

Step 5 — 10–14 days overdue (final notice)

Subject: Final notice: invoice #{InvoiceNumber}

Hi {Name},

Invoice #{InvoiceNumber} ({Amount}) remains unpaid (due {DueDate}).
Please confirm payment by {DeadlineDate}. If we don’t hear back, we’ll proceed with the next steps per our agreement.

Payment details: {PaymentDetails}

Regards,
{YourName}

Step 6 — After the deadline

Subject: Next steps — invoice #{InvoiceNumber}

Hi {Name},

Following up on invoice #{InvoiceNumber} ({Amount}). The deadline {DeadlineDate} has passed.
Please reply today with the payment date, or the next step will follow our agreement.

Regards,
{YourName}

Step 7 — After payment

Subject: Thanks — invoice #{InvoiceNumber} resolved

Hi {Name},

Thanks — payment for invoice #{InvoiceNumber} has been received and marked as paid.
Appreciate it.

{YourName}

Best practices (keeps the relationship intact)

Ask for a payment date (not a generic “status update”).
Include payment details/pay link in every message after the due date.
Use a real date for deadlines (not just “48 hours”).
If there’s no response after Step 3–4, add one phone call.

FAQ

A simple cadence is: before due, due date, 1–2 days overdue, 4–5 days overdue, then a final notice around 10–14 days overdue.

Invoice Follow-Up Email Sequence (7 Steps + Templates)

The 7-step follow-up sequence (timing + what to send)

Email templates

Best practices (keeps the relationship intact)

FAQ

Related templates