Reminder Email for Payment After Approved Work

When your client has approved the work but still hasn’t paid, a short reminder connecting the approved milestone to the unpaid invoice helps push action. Use this template to reference both the approval and the original payment terms.

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When to use / when to send

Checklist / what to include

Invoice #{{InvoiceNumber}}, {{Amount}}, due {{DueDate}}
Reference that the work/milestone is approved (use client’s words if possible)
Reminder of payment terms
Pay link {{PayLink}}
Reply-by date {{ReplyByDate}} or prompt for payment date

How to use

Copy/paste template

Hi {{Name}},

Thank you for confirming that the work for invoice #{{InvoiceNumber}} is approved. Per our payment terms, this invoice was due {{DueDate}} and remains unpaid.

Please pay via {{PayLink}} at your earliest convenience or reply with the expected payment date.

Please let me know by {{ReplyByDate}} if there’s anything pending.

Thanks,
{{YourName}}
{{Company}}

Follow-up plan + common mistakes

Restate the connection between approved work and payment due if they reply with unrelated questions
Confirm any promised payment date in writing
Move to escalation if ignored past your reply-by date
Don’t send long explanations about project status—reference the approval only
Don’t negotiate on payment timing after approval without a firm new date

FAQ

Request a specific payment date in writing and confirm it back. Do not accept vague timelines if you need to escalate later.