Getting Paid
How to Follow Up on an Unpaid Invoice (with Email Templates)
Late payments are one of the biggest challenges for freelancers. Here's how to chase unpaid invoices professionally — without damaging the relationship.
Before You Follow Up
First, double-check: Did you send the invoice to the right email address? Is the invoice clearly formatted with the correct amount and due date? Many "unpaid" invoices are simply lost in spam or sent to the wrong contact.
Follow-Up Timeline
- 1-2 days before due date: Friendly pre-due reminder (optional but effective)
- 1-2 days after due date: First reminder — polite, assume oversight
- 7-10 days overdue: Second reminder — slightly more direct
- 30+ days overdue: Final notice — mention late fees, possible legal action
Email Template 1: Friendly First Reminder
Subject: Friendly Reminder: Invoice #INV-001 Due [Date]
Hi [Client Name],
I hope you're doing well! This is just a friendly reminder that invoice #INV-001 for $[Amount] was due on [Date].
If payment has already been sent, please disregard this message. If you have any questions or need me to resend the invoice, please let me know.
Thank you!
[Your Name]
Hi [Client Name],
I hope you're doing well! This is just a friendly reminder that invoice #INV-001 for $[Amount] was due on [Date].
If payment has already been sent, please disregard this message. If you have any questions or need me to resend the invoice, please let me know.
Thank you!
[Your Name]
Email Template 2: Second Reminder
Subject: Invoice #INV-001 Now [X] Days Overdue
Hi [Client Name],
I wanted to follow up again regarding invoice #INV-001 for $[Amount], which was due on [Date] and is now [X] days overdue.
Could you please let me know when I can expect payment? I've attached the invoice again for your reference.
Per our agreement, a late fee of 1.5% per month may apply to invoices unpaid beyond the due date.
Thank you for your prompt attention to this.
[Your Name]
Hi [Client Name],
I wanted to follow up again regarding invoice #INV-001 for $[Amount], which was due on [Date] and is now [X] days overdue.
Could you please let me know when I can expect payment? I've attached the invoice again for your reference.
Per our agreement, a late fee of 1.5% per month may apply to invoices unpaid beyond the due date.
Thank you for your prompt attention to this.
[Your Name]
Email Template 3: Final Notice
Subject: Final Notice: Invoice #INV-001 — Action Required
Hi [Client Name],
This is a final notice regarding invoice #INV-001 for $[Amount], now [X] days overdue.
If payment is not received within 7 days, I will have no choice but to pursue other avenues for collection, which may include engaging a collections agency or small claims court.
I'd prefer to resolve this directly — please contact me immediately to arrange payment.
[Your Name]
Hi [Client Name],
This is a final notice regarding invoice #INV-001 for $[Amount], now [X] days overdue.
If payment is not received within 7 days, I will have no choice but to pursue other avenues for collection, which may include engaging a collections agency or small claims court.
I'd prefer to resolve this directly — please contact me immediately to arrange payment.
[Your Name]
Prevention is Better Than Chasing
The best way to avoid late payments is prevention:
- Require a 50% deposit for new clients
- Use short payment terms (Net 15 instead of Net 30)
- Send invoices the same day work is delivered
- Include a clear late fee clause
Read our full guide on invoice payment terms for more tips.
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