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Friendly payment reminder: the first email to send

The first reminder for an overdue invoice should be short and friendly, and assume the payment slipped through. Send it about 3 days after the due date, with the invoice number, amount, due date and how to pay.

When to send it

Overdue Kit schedules letter 1 for 3 days after the due date. If that day has already passed, it is scheduled for today. The other letters follow every 7 days.

What goes in it

• The invoice number, the amount and the due date.
• A short, neutral note that payment has not arrived.
• A request to check and say when you can expect payment.
• Your payment details (bank account or payment link).
• A line for the case that they already paid, or that something about the invoice is wrong.

Excerpt

The opening of letter 1 in Overdue Kit. Words in brackets are filled in from your invoice.

Dear [contact name],

I hope all is well. This is a quick reminder that invoice [number] for [amount] was due on [due date], and I have not received payment yet.

It may simply have slipped through. Could you check, and let me know when I can expect payment?

Letter 1 is free in Overdue Kit, in full, with your details filled in.

Tips

• Do not mention interest or penalties yet. The goal is a quick payment and a good relationship.
• Send it from your own email, to the person who handles payments if you know them.
• Put the invoice number in the subject line, for example "Invoice 2026-014: payment reminder".

The full sequence

1. Letter 1: friendly reminder (3 days after the due date)
2. Letter 2: firm reminder (7 days after letter 1)
3. Letter 3: formal notice (14 days after letter 1)
4. Letter 4: final notice (21 days after letter 1)
5. Letter 5: payment plan offer (when they say they cannot pay in full)

Rates and sources as stored on 11 October 2026. Business-to-business debts only. Templates and calculations, not legal advice.