Seeing exactly what to write makes a big difference when you are staring at an overdue invoice and trying to decide how to phrase the email. These examples are ready to adapt and send.
Example 1: First reminder (1 day past due)
Subject: Invoice #1047 — payment reminder
“Hi Sarah,
Just a quick note that invoice #1047 for $1,800 was due on May 15. No worries if it’s in process — I just wanted to make sure it didn’t get lost.
Happy to resend if helpful.
Thanks, [Name]”
This works because it is short, assumes good intent, and leaves the client a graceful out.
Example 2: Second follow-up (7 days past due)
Subject: Following up — Invoice #1047 now one week overdue
“Hi Sarah,
I sent a reminder on May 16 but haven’t heard back regarding invoice #1047 for $1,800. It is now one week past the due date.
Could you let me know when I can expect payment, or if there’s anything blocking it on your end?
Invoice attached for reference.
Thanks, [Name]”
The second example explicitly references the first email — it signals you are tracking the correspondence.
Each follow-up email should reference the previous one. This shows the client you are organized and paying attention, which alone often prompts payment.
Example 3: Firm notice (14 days past due)
Subject: Invoice #1047 — 14 days overdue, action required
“Hi Sarah,
Invoice #1047 for $1,800 is now 14 days past its due date of May 15, and I haven’t received payment or a response to two prior reminders.
Per our agreement, a late fee of 1.5% per month applies to outstanding balances beyond 30 days. I’d prefer to resolve this before that applies.
Please arrange payment within 48 hours, or contact me to discuss.
[Name]”
The firm notice introduces consequences without threats, and mentions “our agreement” — signaling you have documentation.
Example 4: Final demand (21 days past due)
Subject: Final notice — Invoice #1047, $1,800 outstanding
“Hi Sarah,
This is a final notice regarding invoice #1047 for $1,800 plus accumulated late fees, now 21 days overdue.
I have sent three reminders beginning May 16 without receiving payment or substantive communication.
If payment is not received by June 10, I will file a claim in small claims court. I have maintained a complete record of all correspondence and documentation related to this project.
I hope we can resolve this directly.
[Name]“
Example 5: After partial payment
“Hi Sarah,
Thank you for the payment of $600. The remaining balance of $1,200 from invoice #1047 is still outstanding. Per our current arrangement, this balance was due by [date].
Please let me know your timeline for the remainder.
[Name]“
Tracking open activity with Waco
When you send these follow-ups through Waco or include a Waco invoice link, you can see when the client opens the email and views the invoice. That context changes how you write each follow-up — if they’ve opened it four times without paying, your tone can skip the “did you receive it?” question and go straight to requesting a payment date.
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