How to Write an Overdue Invoice Email

To write an overdue invoice email, start by being polite yet clear about the missed payment. Include the invoice number, amount due, and an easy payment link so your client can act immediately. Adding a new due date and maintaining a professional tone increases the chance of quick payment while keeping client relationships positive.

Use a Clear and Direct Subject Line

Your subject line determines whether your email gets noticed or ignored. Keep it concise and professional, immediately referencing the overdue payment. Avoid sounding aggressive or too vague.

Examples of effective subject lines:

• “Friendly Reminder: Invoice #1035 Now Overdue”
• “Payment Reminder: Invoice #2047 Due on September 30”
• “Action Required: Outstanding Balance on Your Account”

A clear subject line ensures the recipient understands the purpose of your email without confusion.

Greet the Client Professionally

Begin your email with a polite greeting that sets a professional tone. A personalized greeting helps maintain good client relationships, even when discussing overdue payments.

Example:
“Hi [Client’s Name],
I hope you’re doing well. I wanted to follow up regarding invoice #1035 that was due on September 30.”

This approach is friendly, calm, and avoids confrontation — all while getting straight to the point.

Reference the Invoice Details

Provide all relevant invoice details so the client doesn’t have to search for them. Include:

• Invoice number
• Due date
• Amount owed
• Payment method or link

Example:
“As of today, the balance of $1,250 for Invoice #1035 remains unpaid. The original due date was September 30, 2025. You can make the payment via [payment link].”

This eliminates confusion and gives the client all the details needed to take action immediately.

Maintain a Professional but Polite Tone

The tone of your overdue invoice email can affect whether the client pays promptly or becomes defensive. Always assume good intent, especially for the first reminder.

Tips for tone:

• Be polite and understanding (e.g., “In case this slipped your attention…”).
• Avoid blame or frustration.
• Be concise — clients appreciate short, direct emails.

If multiple reminders are needed, gradually become firmer while still maintaining professionalism.

Provide an Easy Way to Pay

Make payment as effortless as possible. Include a payment link, bank details, or instructions directly in the email. The fewer steps a client has to take, the faster you’ll get paid.

Example:
“You can settle this invoice easily through our secure payment link below:
[Insert Payment Link]

If you’ve already made the payment, please disregard this message.”

This encourages fast action while keeping the tone positive.

Set a Clear Deadline for Payment

Create a sense of urgency without sounding aggressive. Let the client know when you expect payment and what will happen if it’s not received.

Example: “Please arrange payment by October 15, 2025, to avoid any late fees or service interruptions.”

This communicates expectations clearly and motivates the client to prioritize your payment.

Attach the Invoice and Contact Information

Always attach the overdue invoice PDF and include your contact details in case the client has questions or disputes the amount.

Checklist before sending:

• Attach the correct invoice file
• Confirm total and due date
• Include your email and phone number
• Verify that the payment link works

This step prevents delays caused by missing or unclear information.

Example: Overdue Invoice Email Template

Subject: Friendly Reminder: Invoice #1035 Is Now Overdue

Body:
Hi [Client Name],

I hope you’re doing well. I’m following up on Invoice #1035, issued on September 1, 2025, with a total of $1,250, which was due on September 30, 2025.

You can make your payment using the secure link below:
[Insert Payment Link]

If you’ve already made the payment, please disregard this email. Otherwise, please arrange payment by October 15, 2025 to avoid any late fees.

Thank you for your attention to this matter.
Best regards,
[Your Name]
[Your Business Name]
[Your Contact Information]

Use Automation to Send Overdue Invoice Emails

Manually sending reminders takes time and increases the risk of forgetting to follow up. Automating your overdue invoice emails ensures every client receives consistent, timely reminders.

With DepositFix, you can:

• Automatically trigger reminder emails based on due dates
• Include dynamic invoice data in your email templates
• Embed secure payment links for one-click payments
• Track which clients opened or paid from your email

Automation keeps your accounts receivable organized and your cash flow steady, without chasing payments manually.