How to Word Follow Up Invoice Email

Intro

Following up on unpaid invoices isn’t pleasant, but it’s essential. A clear, professional follow-up email helps you get paid on time while protecting relationships and keeping cash flow steady.

TL;DR

• Always put payment terms in writing before starting work.

• Start with a polite reminder, then escalate if needed.

• Keep your tone firm but empathetic—clients often forget, not refuse.

• Use both phone and email: voice conveys tone, email provides a record.

• Automate reminders with tools like Wow Invoice to remind you have overdue invoices.

Why Follow-Up Emails Matter

For contractors and service professionals, unpaid invoices can disrupt business. Most clients don’t ignore invoices on purpose—they simply forget. A short, respectful follow-up keeps projects moving and shows you value both your work and your client.

Best Practices Before Doing a Job

• Agree in writing: Clearly outline due dates, late fees, and payment methods upfront.

• Set expectations: Make sure clients understand when and how to pay.

• Stay professional: A transparent invoicing process makes follow-ups feel natural, not confrontational.

How to Word Follow-Up Invoice Email

A structured approach works best. Keep messages short, polite, and direct:

1. Polite First Reminder

• Subject: Friendly Reminder: Invoice [#1234] Due

• Thank them for their business.

• Reference the invoice and include the payment link.

2. Second Reminder (If Still Unpaid)

• Subject: Follow-Up on Outstanding Invoice [#1234]

• Reiterate the due date.

• Emphasize the importance of timely payment.

• Call them to make sure they got the invoice.

3. Final Reminder

• Subject: Final Notice: Invoice [#1234]

• State this is the last reminder.

• Reference agreed terms and outline next steps (e.g., late fees, paused service).

• Reference that you have a business to run, and incurred expenses to deliver their project (if accurate).

You are running a business. They understand that, it's not rude to remind them.

Mistakes to Avoid

• Skipping follow-ups: Silence often leads to further delay.

• Vague language: Always include invoice date, due date, and payment details.

• Being too nice: Firm but respectful shows you respect yourself and earns furutre business and referrals.

• Only calling: Calls convey tone, but without email you lose the written record.

Why Use Both Phone and Email

A call allows you to express empathy and seriousness. An email documents the reminder. Together, they balance professionalism with accountability.

Key Takeaways

• Clear agreements make reminders easier.

• Start with a kind tone, escalate only when needed.

• Keep written records for every step.

• Automate follow-ups to save time and stress.