# Invoice follow-up email: five templates from a friendly heads-up to a final notice > Invoice follow up email templates for every stage: a friendly note before the due date, one the day after, a firmer one at two weeks and a formal notice. Source: https://askmomo.app/templates/follow-up-after-sending-invoice ยท Updated 16 October 2026 An invoice follow-up email names the invoice number, the amount, the due date and how to pay, and asks for a payment date in return. The tone escalates with time: friendly before the due date, direct the day after, formal at a month. Here are five versions for each stage, with Indian payment details where they help. ## What should an invoice follow-up email say? The invoice number, the amount, the date it was due, how to pay, and one question: when will it be paid? Attach the invoice again so nobody has to look for it. Address it to the person who approves payment, not just the person who hired you, and copy accounts payable if you have the address. Stay factual; the facts do the escalating for you. ## Template 1: friendly heads-up a few days before the due date Use this for clients who pay late out of disorganisation rather than intent. It costs nothing and prevents most delays. ``` Subject: Invoice [number] due [date]: [your company] Hi [Name], A quick heads-up that invoice [number] for [amount] is due on [date]. I have attached it again for convenience. Payment details are on the invoice: NEFT or IMPS to [bank name], account [number], IFSC [code], or UPI to [UPI ID]. Please use the invoice number as the reference. If it is already in process, ignore this. If you need anything from me to release it, such as a vendor form or a GST certificate, let me know. Thanks, [Your name] ``` ## Template 2: the day after the due date Use this the first working day after the due date. Direct, warm, and asks for a date. ``` Subject: Re: Invoice [number] due [date]: now past due Hi [Name], Invoice [number] for [amount] was due yesterday, [date], and I have not seen the payment come through yet. Invoice attached. Could you let me know when it is scheduled? If it has already been paid, a UTR or transaction reference would help me match it. If there is a problem with the invoice itself, tell me and I will fix it today. Thanks, [Your name] ``` ## Template 3: two weeks overdue, firmer Use this when the first reminder got no reply or a vague one. It adds the contract terms and copies accounts. ``` Subject: Re: Invoice [number]: [amount] overdue by two weeks Hi [Name], Invoice [number] for [amount] is now two weeks past its due date of [date]. I wrote on [date of last email] and have not had a reply. Under our agreement, payment was due within [terms, e.g. 30 days] of the invoice date. I am copying [accounts contact] in case the invoice has not reached them. Please confirm a payment date by [date, three working days out]. If payment cannot be made in full by then, I would rather agree a schedule now than keep writing. Regards, [Your name] [Phone] ``` ## Template 4: formal notice at 30 days Use this at a month overdue. It sets a final date and states what happens next, plainly. ``` Subject: Formal notice: invoice [number], [amount], 30 days overdue Dear [Mr/Ms Surname], This is a formal notice that invoice [number] dated [date] for [amount], due on [due date], remains unpaid 30 days after the due date despite reminders on [dates]. Please arrange payment in full by [date, seven days out]. From that date, [the consequence you are entitled to and willing to apply: interest at the rate in our agreement will be applied / work on the current phase will be paused / the matter will be referred for recovery]. If you dispute any part of this invoice, please set it out in writing by the same date. Yours sincerely, [Your full name] [Company, GSTIN, phone] ``` ## Template 5: short message for a long-standing client Use this when the relationship is good and the lateness is an anomaly. One line, no ceremony. ``` Subject: Re: Invoice [number] Hi [Name], I think invoice [number] for [amount] has slipped through; it was due on [date]. Attached again. Could someone on your side release it this week? Thanks, and no rush on a reply if it is already moving. [Your name] ``` ## What to change before you send Payment emails are checked by accounts teams against the invoice. Make sure they match. - Invoice number, amount and due date in the email must match the PDF exactly, including GST. A mismatch is the most common reason an accounts team parks an invoice. - If the client deducts TDS, state the amount net of TDS or say "as per invoice, less applicable TDS" so there is no back-and-forth about the figure. - Fill in real bank details or a real UPI ID. Do not send a reminder that says "details on request". - Find the accounts payable address before Template 3. Emailing only your day-to-day contact means the person who can pay never sees it. - In Template 4, only state a consequence you will carry out and are entitled to under your agreement. Do not mention interest if your contract has no interest clause. - Check your own records before sending any reminder. A reminder for a paid invoice damages trust more than a late payment does. ## How long to wait Three to five days before the due date for the heads-up, the first working day after the due date for the first reminder, two weeks overdue for the firmer one, and 30 days overdue for the formal notice. After the formal notice, call. Email has done what it can by then. Adjust for the client's payment cycle. Many Indian companies run payments on fixed days of the month; ask which day, and time the reminder to land a few days before it. [How to write a follow-up reminder email](/blog/how-to-write-a-follow-up-reminder-email) has the general structure for deadline-based reminders. ## Let Momo AI chase it Chasing invoices is the follow-up people most often forget until cash is tight. Momo AI's [follow-up tracking](/follow-up-tracking) keeps every sent invoice email that has not been answered on one list, drafts the next reminder in your voice to Gmail Drafts after the days you choose, and leaves the sending to you; nothing goes out without your tap. For a sales team juggling quotes and invoices, the [sales page](/for/sales) shows how it fits. ## Questions ### How do you politely follow up on an unpaid invoice? Name the invoice number, amount and due date, attach the invoice, give the payment details and ask for a payment date. Keep the tone factual; let the dates do the work. ### How long after sending an invoice should you follow up? Send a heads-up a few days before the due date, the first reminder the working day after it, a firmer one at two weeks and a formal notice at 30 days. ### What do you write in an overdue invoice email? State that the invoice is past due, by how many days, restate the amount and payment terms, copy accounts payable, and ask for a confirmed payment date within a few working days. ### Should I mention late fees in an invoice follow-up? Only if your agreement provides for them and you intend to apply them. Mention them first in the two-week reminder, and state them formally in the 30-day notice. ## Related - [Know who hasn't replied, before you forget you asked](https://askmomo.app/follow-up-tracking) - [Email templates you can copy, then stop writing by hand](https://askmomo.app/templates) - [Gentle reminder email to a client for payment: five templates that stay polite and still get paid](https://askmomo.app/templates/gentle-payment-reminder-email) - [Follow-up email after sending a proposal: five templates, from first check-in to close-out](https://askmomo.app/templates/follow-up-after-sending-proposal) - [How to Write a Follow-Up Reminder Email, With Templates](https://askmomo.app/blog/how-to-write-a-follow-up-reminder-email) --- Momo AI (Ask Momo, askmomo.app) is a personal AI assistant and chief of staff for Gmail and Google Calendar, built in India. It triages your inbox, drafts replies in your voice to Gmail Drafts, tracks who hasn't replied and what you promised, schedules meetings over email, and sends a morning brief. Every email and cancellation waits for your approval.