How to Word a Follow-Up Invoice Email

Word a follow-up invoice email carefully to ensure it encourages prompt payment while maintaining professionalism and strong client relationships. Clearly state the purpose of your email, referencing the invoice number, original due date, and total amount owed. Use a polite and professional tone, provide a concise breakdown of the services or products invoiced, and include clear payment instructions. Offering assistance or clarifying any potential issues can help remove barriers to payment, while a structured closing and contact information make it easy for the client to respond.

Use a Clear and Professional Subject Line

The subject line is the first thing your client sees and should immediately convey the purpose:

• Include the word “Invoice” and the invoice number.
• Mention that it’s a follow-up or reminder.
• Keep it concise and professional.

Examples:

• Follow-Up: Invoice #1023 – Web Design Services
• Reminder: Payment Due for Invoice #1023
• Second Notice: Invoice #1023 Outstanding

Tip: Avoid vague subject lines like “Payment” or “Your Invoice” that may be overlooked.

Start with a Polite Greeting

Begin your email with a courteous greeting, addressing the contact person directly:

• Use their first name if appropriate, or full name for formal clients.
• Keep the tone professional but friendly.

Examples:

• Hi Sarah,
• Hello John,
• Dear Ms. Johnson,

Tip: Personalizing the greeting shows attention and professionalism.

State the Purpose Clearly

In the first paragraph, clearly mention that this is a follow-up regarding an outstanding invoice:

• Reference the invoice number and original due date.
• Include the amount due.
• Keep the tone polite but firm.

Example:

I hope you’re doing well. This is a friendly reminder that Invoice #1023 for web design services, totaling $1,200, was due on September 30, 2025.

Tip: Avoid using aggressive language; the goal is to prompt payment, not create tension.

Provide a Brief Invoice Summary

Include a short breakdown of what the invoice covers to help the client recall the transaction:

Tip: A concise table helps clarify the charges and reduces confusion or disputes.

Include Payment Instructions

Remind the client of how to make the payment:

• Accepted payment methods: bank transfer, PayPal, credit card, etc.
• Include account details or links to online payment portals.
• Reiterate the due date or request prompt payment.

Example:

Payment can be made via bank transfer to:
Account Name: ABC Consulting
Account Number: 123456789
Bank: XYZ Bank
We would appreciate if payment could be processed at your earliest convenience.

Tip: Providing clear instructions removes barriers to payment.

Offer Assistance

Sometimes delayed payments occur due to misunderstandings or issues. Show willingness to help:

• Ask if there were any problems with the invoice or payment process.
• Offer to resend the invoice or provide additional information.

Example:

Please let me know if you need me to resend the invoice or if there are any questions regarding the charges. I’m happy to assist.

Tip: This keeps the email friendly and professional while maintaining authority.

Close Professionally

End the email politely with a professional sign-off:

• Thank them for their attention.
• Invite them to contact you with any concerns.
• Include your name, company, and contact info.

Examples:

Thank you for your attention to this matter. I look forward to your prompt response.

Best regards,
Jane Smith
ABC Consulting
Email: jane@abcconsulting.com | Phone: (123) 456-7890

Timing and Follow-Up Strategy

When and how often to send follow-up emails:

Tip: Maintain professionalism throughout all reminders—firm but polite communication encourages payment without damaging client relationships.

Use Tools for Efficiency

Invoicing software can simplify follow-up emails:

• Automate reminders based on due dates.
• Include invoice details automatically.
• Track client responses and payment status.

Example: DepositFix allows you to schedule follow-up invoice emails and track which clients have viewed or paid invoices.