Accounts receivable email templates are ready-made messages for chasing payment on invoices, from a friendly reminder before the due date to a firm final notice once an invoice is well overdue. This page gives six, one for each stage: pre-due reminder, due-date note, first overdue, second reminder, statement, and final notice.
A consistent sequence collects more, faster, because most late payments are simply un-chased. Each template has a subject line and body with merge fields you can personalize. Copy them straight from the page or download all six as a CSV. For a complete follow-up schedule, see our AR action plan template.
If your invoices are in Xero or QuickBooks Online, Paidnice sends emails like these automatically, on the schedule you set for each customer group.
The golden rule: stay polite and helpful early, get firmer over time, and always make it easy to pay with a payment link.
The 6 collections email templates
Copy, paste and personalize. Replace the {{fields}} with your details, or download all six as a CSV below.
When to send: 3 days before the due date
Tone: Friendly heads-up
Subject: Your invoice {{invoice}} is due on {{due_date}}
Hi {{name}},
A quick reminder that invoice {{invoice}} for {{amount}} is due on {{due_date}}. You can pay online here: {{pay_link}}.
Thank you,
{{your_name}}
When to send: On the due date
Tone: Polite and light
Subject: Invoice {{invoice}} is due today
Hi {{name}},
Just a note that invoice {{invoice}} for {{amount}} is due today. If you have already paid, thank you and please ignore this. Otherwise you can pay here: {{pay_link}}.
Best,
{{your_name}}
When to send: 3 days after the due date
Tone: Polite; ask for a payment date
Subject: Invoice {{invoice}} is now overdue
Hi {{name}},
Invoice {{invoice}} for {{amount}} was due on {{due_date}} and is now overdue. Could you let me know when we can expect payment, or pay online here: {{pay_link}}?
Thank you,
{{your_name}}
When to send: 7 days after the due date
Tone: Direct; offer to fix any invoice query
Subject: Following up on overdue invoice {{invoice}}
Hi {{name}},
I am following up on invoice {{invoice}} for {{amount}}, now 7 days overdue. If there is an issue with the invoice please let me know; otherwise a payment date would be appreciated. Pay link: {{pay_link}}.
Regards,
{{your_name}}
When to send: 14 days after the due date
Tone: Firm; set a short payment window
Subject: Overdue account: invoice {{invoice}}
Hi {{name}},
Our records show invoice {{invoice}} for {{amount}} remains unpaid, 14 days past its due date of {{due_date}}. Please arrange payment within the next few days, or contact me to discuss. Pay link: {{pay_link}}.
Thank you,
{{your_name}}
When to send: 30 days after the due date
Tone: Formal; give a deadline and the next step
Subject: Final notice before further action: invoice {{invoice}}
Hi {{name}},
Despite previous reminders, invoice {{invoice}} for {{amount}} remains unpaid and is now 30 days overdue. Please settle the balance within 7 days to avoid late fees or further action under our terms. Pay link: {{pay_link}}.
Regards,
{{your_name}}
How do I write a payment reminder email?
Keep it short and friendly: greet the customer, state the invoice number and amount, give the due date, and include a payment link. Before the due date the tone is a gentle heads-up; after it, it becomes a clear request for a payment date. Use the templates above as your starting point.What is a good collections email sequence?
A pre-due reminder a few days before the due date, a note on the due date, then escalating overdue emails at roughly 3, 7, 14 and 30 days past due, ending in a final notice. Consistency matters more than the exact days.How do I write a final notice for an overdue invoice?
Be formal and specific: reference the invoice and the previous reminders, state how overdue it is, give a clear deadline (for example 7 days), and explain the next step (late fees or further action under your terms). The final-notice template above follows this structure.Should collections emails be automated?
Automating the sequence keeps it consistent and saves hours, while you still personalize the high-value or sensitive accounts by hand. Accounts receivable software can send these on a schedule; see our software guide.How do I keep a good relationship while chasing payment?
Lead with a helpful tone, assume the best (most late payments are oversights), make paying effortless with a link, and only escalate the tone gradually. Offering to resolve any invoice query also keeps things constructive.Last updated September 28, 2026. This guide is general information, not accounting, tax, or financial advice.