Payment Reminder Email Templates (Australia)

The rules that make a reminder work

• Put the facts in the subject line. Invoice number, amount, and status. A specific subject is harder to ignore.
• Repeat the bank details every time. Never make the client hunt for how to pay. Friction is the most common reason invoices sit unpaid.
• Don’t apologise. You delivered the work; payment is the agreed return. Be warm, not sorry.
• Always give one next step. “Can you confirm a payment date by Friday?” beats “Let me know.”

Template 1: Friendly first reminder (day 1 overdue)

Send this the morning after the due date. A one-day-late reminder signals you track your invoices closely - which itself encourages on-time payment next time.

Subject: Invoice #0042 ($1,250) - gentle reminder

Hi [Client name],

A quick reminder that invoice #0042 for $1,250 was due
yesterday. It may have slipped through - if so, no problem,
just process it whenever suits.

Bank details for reference:
  Account name: [Your business]
  BSB: [BSB]   Account: [Number]
  Reference: INV-0042

Thanks so much,
[Your name]

Template 2: Firm second reminder (day 7 overdue)

A week late and still nothing. Drop the “may have slipped through” framing and ask for a specific commitment.

Subject: Invoice #0042 ($1,250) - now 7 days overdue

Hi [Client name],

Following up on invoice #0042 for $1,250, now 7 days overdue.
I haven't received payment yet - could you let me know either:

  1. The date payment will be made, or
  2. Whether there's an issue I should know about?

Bank details for reference:
  Account name: [Your business]
  BSB: [BSB]   Account: [Number]
  Reference: INV-0042

Appreciate a reply by Friday.

Thanks,
[Your name]

Template 3: Final notice (day 14–21 overdue)

Two to three weeks late. This message changes register - polite, but it signals consequences. Keep a copy; if the matter escalates, this is your paper trail.

Subject: FINAL NOTICE - Invoice #0042 now 14 days overdue

Hi [Client name],

This is a formal notice that invoice #0042 for $1,250, issued
on [date] and due on [due date], remains unpaid 14 days past
its due date.

Please arrange payment by [date - give 7 calendar days].

If payment isn't received by then, I'll seek advice on
the next steps available under our agreement.

I'd much rather resolve this directly - please call me on
[phone] if you'd like to arrange a payment plan.

Bank details:
  Account name: [Your business]
  BSB: [BSB]   Account: [Number]
  Reference: INV-0042

Regards,
[Your name]

Template 4: Thank-you after payment

Underrated. A quick thank-you confirms receipt, closes the loop cleanly, and makes the next invoice easier to send. It costs nothing and protects the relationship.

Subject: Payment received - thank you (Invoice #0042)

Hi [Client name],

Just confirming I've received payment for invoice #0042 - 
thank you! It's a pleasure working with you, and I'll be in
touch about [next project / next month's invoice].

Cheers,
[Your name]

Prefer built-in automatic reminders?

The templates above are for manual follow-ups. Free Invoice App Pro+ offers built-in automatic reminder stages: 3 days before the due date, on the due date, and 3, 7 and 14 days overdue. Enable the stages you need in Settings. The app uses its own reminder wording; it does not automatically send these custom templates or their day-1 schedule. Keep payment records up to date so paid invoices are no longer chased. See how automatic payment reminders work.

Automatic reminders are included in Pro+ (A$24.50/month for new accounts). Pro (A$9/month) includes recurring invoices and scheduled sending. You can also start free on Starter (7 sends/month). Compare plans.

Frequently asked questions

How do I politely ask for an overdue payment?

Keep it short and factual. State the invoice number, amount, and original due date, include your bank details, and give one clear next step. Don’t apologise for chasing payment - it’s a normal part of business.

How many payment reminders should I send?

Three: a friendly reminder on day 1 overdue, a firmer follow-up around day 7, and a formal final notice at day 14–21. Most invoices clear at the first or second stage.

What subject line gets an overdue invoice paid?

Put the invoice number, amount, and status in the subject line, e.g. “Invoice #0042 ($1,250) - now 7 days overdue”. Specific subjects are harder to ignore.

Should I send reminders manually or automate them?

Use these templates for manual follow-ups. Pro+ offers separate built-in reminder stages before, on and after the due date. Enable the stages you need in Settings; the automated emails use built-in wording.

For repeat service clients, see the overdue cleaning invoice guide for checking the visit, billing contact and payment record before following up.