Payment reminder templates in three tones

Three reminders for an unpaid invoice, from a friendly nudge to a final notice. Each one has the amount, the due date and a way to pay in one tap.

4 versionstext, email, letter

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Let Koira send it: Invoices and remindersNothing you type here is sent anywhere. Copy, then paste into your phone or email.

Friendly

Text

Hi [Customer name], a friendly reminder from [Your business] that invoice [Invoice number] for [Amount] was due [Due date]. You can pay here in a minute: [Pay link]. If you already paid, thank you and please ignore this.

Friendly email

Email with subject line

Subject: Reminder: invoice [Invoice number] from [Your business]

Hi [Customer name], A quick reminder that invoice [Invoice number] for the [Job] came due on [Due date]. The balance is [Amount]. You can see the breakdown and pay by card here: [Pay link] If you have already sent it, thank you, and please ignore this note. [Your name] [Your business]

Firm

Email with subject line

Subject: Invoice [Invoice number] is past due

Hi [Customer name], Invoice [Invoice number] for [Amount] was due on [Due date] and is now past due. Please pay by [New date] here: [Pay link] If something about the invoice is not right, reply today so we can sort it out. If paying in full is a problem, call me at [Your phone] and we can talk about a plan. [Your name] [Your business]

Final notice

Letter with subject line

Subject: Final notice: invoice [Invoice number]

Dear [Customer name], This is a final notice for invoice [Invoice number], dated [Invoice date], for [Amount]. It was due on [Due date], and we have sent reminders on [Reminder dates]. Please pay the full balance by [Final date] at [Pay link] or by calling [Your phone]. If we do not receive payment or hear from you by then, we will take the next steps available to us under our agreement and the law, which may include [Next step]. Sincerely, [Your name] [Your business]

Only name a next step you will actually take and that your contract and state law allow, such as a late fee written into your terms or a collections agency. Ask an attorney before you threaten a lien.

When to send a payment reminder

Send the friendly reminder a day or two after the due date: most late invoices are forgotten, not refused. Send the firm one a week or two later. Keep the final notice for when the friendly and firm messages have both gone unanswered, and send it in writing.

How to make it yours

Always include the amount, the invoice number and a pay link. Every step between "I should pay that" and paying loses some customers.
Assume it was forgotten. "If you already paid, thank you" keeps the first reminder friendly.
Give a date. The firm and final notices each name a date to pay by.
Offer a way out. A customer who cannot pay in full may agree to a plan if you ask.
Keep records. Note when each reminder went out. You will need them if it goes further.

Send it automatically: Invoices and reminders

Koira builds the invoice the moment you finish the job and sends it with a pay link. When it goes late, Koira has a polite reminder ready with the pay link, and you can send it in a tap or let it go on its own. Customers can pay by card, phone wallet or at the door, and the reminder stops the moment they pay.

Koira's free Office plan includes estimates, invoices and card payments. See pricing for what each plan sends for you.

Last checked October 9, 2026. This page is general information, not legal or tax advice. Rules change and differ by state and city, so confirm with the agency named before you act.

FAQ

How do I politely remind a customer to pay?

Assume they forgot. Send a short message with the amount, the invoice number, the due date and a pay link, and thank them if they have already paid.

How many payment reminders should I send?

Usually three: friendly a day or two after the due date, firm a week or two later, and a final written notice.

Can I charge a late fee?

Only if your terms said so before the work and your state allows it. Put late fees in your estimate or contract, not in the reminder.

What should a final notice say?

The invoice, the amount, the reminders already sent, a final date, and the next step you will actually take that your contract and state law allow.

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