Payment reminder email template for UK small businesses

An overdue invoice is easier to follow up when the reference, balance and next step are clear. Use this free payment reminder email after checking your records. Copy or download the wording without signing up.

Check the balance before you send

Compare the issued invoice with payments, credits and any agreed changes. Check the customer name, invoice reference, due date and the email address of the person handling payment. Do not chase an amount that is already paid or still being corrected. If the customer has queried the invoice, respond to that query rather than sending a generic reminder.

Keep the first reminder factual

Identify the work, invoice number, outstanding amount and due date. Ask the customer to confirm when payment is expected. Attach the correct invoice through your usual email process and check that its payment instructions match your established records. Avoid vague messages such as “Can you pay us?” that make the customer search for the details.

Example: a small maintenance job

Suppose invoice M-104 is for £640, £240 has already been received and the remaining £400 fell due on 1 October. The reminder should ask about the £400 balance, not the original £640. If a further payment arrives before the email is sent, update the amount first. The figures and dates here are illustrative.

When the customer gives you a payment date

Record the promised date, who provided it and when you will next check the account. A promise is not a received payment. Keep the invoice open until the payment has been confirmed in your own records. If a query remains unresolved, record who needs to answer it and the next action.

If there is no reply

Check that the reminder reached the appropriate contact and follow your agreed payment process. Keep a record of your contacts and any response. This template is an ordinary administrative reminder; it does not calculate interest, add charges or provide a formal debt recovery notice. Obtain suitable advice before taking formal action.

Copy or download the payment reminder email

Subject: Payment reminder — invoice [reference]

Hello [name],

I’m following up on invoice [reference] for [work / job reference]. Our records show an outstanding balance of £[amount], which was due on [date].

Could you please confirm when we can expect payment? I’ve attached the invoice for reference.

If you have already paid, please let me know the payment date and reference so I can check our records. If there is a query with the invoice, please send the details so we can resolve it.

Thank you,
[name]
[business]
[contact details]

Download this example

Save the text file, or select the example above and copy it into your own document. Replace all placeholders before using it.

Replace the placeholders, verify the balance and attach the correct invoice before sending. General communication wording, not a legal demand or debt recovery service.

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