Invoice Approval Delay Reminder Short Template

If your invoice is stuck in approval and payment is delayed, move fast and request clarity. Use this template to prompt quick action or get a pay date in writing.

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When to use / when to send

Checklist / what to include

Invoice #{{InvoiceNumber}}, amount {{Amount}}
Original due date {{DueDate}}
Explicit ask: is approval still pending?
Request to confirm expected payment or approval date
Pay link {{PayLink}}

How to use

Copy/paste template

Hi {{Name}},

Invoice #{{InvoiceNumber}} (amount {{Amount}}, due {{DueDate}}) still appears to be awaiting approval.

Can you confirm when approval is expected and the next scheduled payment run? If immediate, here’s a pay link: {{PayLink}}.

Thanks for confirming,
{{YourName}}
{{Company}}

Follow-up plan + common mistakes

If no reply in 2 days, escalate to the decision-maker.
If they confirm approval, ask for the pay date immediately.
Don’t get stuck in process explanations—always redirect to a date.
Don’t rewrite history—just reference the invoice facts.
Don’t add extra topics or requests in the same thread.

FAQ

Be direct: ask whether it’s approved and if not, when it will be. Dates clarify status quickly.