You're waiting on a payment, an approval or a piece of feedback, and the other side has gone quiet. You don't want to sound pushy, but you also need things to move.
A friendly reminder email solves that. It's short, polite and specific, and it gives the other person an easy way to act. Below are 10 templates you can copy, organized by situation, plus subject lines and wording tips.
Key takeaways
A good reminder is short and specific: what you need, by when, and how to do it.
Assume good intent. Most late replies come from busy inboxes, not bad clients.
Change the tone as time passes: a heads-up before the due date, a polite nudge after it, a clear final notice later.
Always include the invoice number, amount and due date in payment reminders, and attach the invoice again.
Use neutral phrases ("following up on…") if "friendly reminder" feels passive-aggressive.
What makes a reminder email "friendly"
A friendly (or gentle) reminder isn't vague. It's clear and kind at the same time. The best ones:
Get to the point in the first line. "I'm following up on invoice #0042, due last Friday."
Include every detail the reader needs. Invoice number, amount, due date, link or attachment. No digging required.
Make the next step easy. A payment link, a "yes/no" question, or a specific time to talk.
Assume good intent. "I know things get busy" opens the door; "You still haven't paid" closes it.
Stay short. Five or six lines is plenty.
Payment reminder templates
Use these in order as an invoice moves from upcoming to overdue. For the full timeline and when to switch from email to a phone call, see our guide on how to remind someone to pay you.
1. The "heads-up" before the due date
Send two or three days before the invoice is due. It's the most polite reminder of all, because nothing is late yet.
Subject: Heads-up: invoice #[number] due [date]
Hi [Client name],
Just a quick heads-up that invoice #[number] for [project], [amount], is due on [date].
I've attached it again for convenience. You can pay here: [payment link], or by bank transfer using the details on the invoice.
Thanks, and let me know if you have any questions!
[Your name]
2. The "due today" reminder
Short and neutral. Good for clients who pay on time but tend to need a nudge.
Subject: Invoice #[number] due today
Hi [Client name],
A quick note that invoice #[number] for [amount] is due today. Here's the link to pay: [payment link].
If it's already on its way, please ignore this. Thank you!
[Your name]
3. The "did you get my invoice?" check-in
A day or a few days after the due date. This assumes the invoice might simply have been missed, which is often the case.
Subject: Following up on invoice #[number]
Hi [Client name],
I'm following up on invoice #[number] for [project], which was due on [date]. I wanted to make sure it reached you and that you have everything you need to process it.
I've attached it again here. If it should go to someone else on your team, just let me know who and I'll send it over.
Thanks so much,
[Your name]
4. The "personal touch" reminder
For a client you have a good relationship with. A line of genuine warmth keeps the relationship intact while you ask for what you're owed.
Subject: [Project name] invoice #[number]
Hi [Client name],
I hope [the launch went well / the event was a success]. I really enjoyed working on [project] with you.
A quick reminder that invoice #[number] for [amount] was due on [date]. Here's the payment link: [link]. Let me know if anything is holding it up on your end.
Best,
[Your name]
5. The "firm but friendly" follow-up
About a week or two overdue. Still polite, but more direct, with a specific date to pay by.
Subject: Overdue: invoice #[number] – [days] days past due
Hi [Client name],
Invoice #[number] for [amount] is now [days] days past its due date of [date], and I haven't received payment or heard back yet.
Could you let me know when I can expect payment? I'd appreciate it being settled by [new date]. You can pay here: [link].
If there's an issue with the invoice or the work, please tell me so we can sort it out.
Thank you,
[Your name]
6. The final reminder
Send this when previous reminders haven't worked. Be clear about the deadline and what happens next, and only mention consequences you're actually entitled to and prepared to follow through on.
Subject: Final reminder: invoice #[number] overdue since [date]
Hi [Client name],
This is a final reminder about invoice #[number] for [amount], which was due on [date]. I've followed up on [dates] but haven't received payment.
Please pay by [deadline] using this link: [link] or by bank transfer (details attached).
As set out in our agreement, a late fee of [amount or rate] applies to overdue balances after [date]. If payment isn't received by [deadline], I'll [add the late fee / pause further work / take the next step to recover the amount].
If you're having trouble paying the full amount, reply and we can discuss a payment plan.
Regards,
[Your name]
Use the late fee calculator to work out the exact amount before you mention it. If you didn't agree on a late fee in advance, check the law where you and your client are based:
UK: For business-to-business debts, you can claim statutory interest of 8% plus the Bank of England base rate, plus fixed compensation of £40, £70 or £100 depending on the size of the debt.
EU: The Late Payment Directive sets statutory interest for business-to-business payments at the reference rate plus at least 8 percentage points, and a minimum of €40 in recovery compensation. Each country applies it through its own law.
US: Rules on late fees and interest vary by state, so it's safest to agree on a late fee in your contract and repeat it on the invoice.
Project reminder templates
Reminders aren't only about money. These four cover the other things freelancers wait on.
7. The "approval needed" email
Subject: Approval needed: [deliverable] for [project]
Hi [Client name],
I've finished the revisions you asked for on [deliverable], and everything is ready to wrap up.
All I need now is your approval. A quick "approved" reply is enough, or let me know if you'd like any changes. To stay on schedule for [date], I'd need your sign-off by [date].
Thanks!
[Your name]
8. The "feedback needed" nudge
Subject: Quick check-in on [deliverable]
Hi [Client name],
I sent over [deliverable] on [date] and wanted to check whether you've had a chance to look at it.
If it helps, the key question is: [specific question]. Any feedback by [date] will keep us on track for [milestone].
Best,
[Your name]
9. The "time-sensitive" reminder
For when a deadline is close and a decision can't wait.
Subject: Time-sensitive: decision needed on [topic] by [date]
Hi [Client name],
A quick reminder that I need your decision on [topic] by [date] to keep [project] on schedule. If we miss that, [the launch moves to X / I'll need to reschedule the next phase].
Happy to jump on a short call if that's easier. Just let me know a time.
Thanks,
[Your name]
10. The "status update + next step" email
Sometimes the best reminder is an update that ends with a clear ask.
Subject: [Project name] status update
Hi [Client name],
Here's where things stand on [project]:
Done: [completed items]
In progress: [current items]
Waiting on you: [what you need, e.g. content, access, approval]
Once I have [item], I can finish [next milestone] by [date].
Thanks!
[Your name]
Subject lines for reminder emails
A good subject line tells the reader what you need before they open the email.
Heads-up: invoice #0042 due Friday
Following up on invoice #0042
Invoice #0042 – 7 days overdue
Final reminder: invoice #0042
Approval needed: homepage design
Quick question on the brand guide draft
Alternatives to "friendly reminder"
The phrase "friendly reminder" is fine once, but it can read as passive-aggressive on a second or third email. Try:
"Just a quick note about…"
"Following up on…"
"A heads-up that…"
"Checking in on…"
"I wanted to make sure you saw…"
Mistakes to avoid in reminder emails
All caps and stacks of exclamation points. They read as shouting.
Blame. "Why haven't you paid yet?" puts people on the defensive. "I'm following up on…" doesn't.
Vagueness. "Just checking in!" with no invoice number or amount means the client has to search for what you mean.
Empty threats. Only mention late fees or next steps you're entitled to and ready to take.
Unrealistic deadlines. "Pay within the hour" damages the relationship and rarely works.
Waiting too long. The older an unpaid invoice gets, the harder it is to collect. Follow up promptly.
For more on keeping these conversations positive, read our client communication best practices.
Make reminders easier to act on
The easiest reminder to respond to is one where paying takes a click. If your invoices include a payment link, every reminder can include it too. With Onigiri, you send each invoice as a shareable link or PDF, see at a glance which ones are Sent, Overdue or Paid, and on the PRO plan your clients can pay by card, Apple Pay or Google Pay. Card payments mark the invoice Paid automatically, so you know when to stop reminding. Start for free.
Need a clean invoice to attach to your reminder? Make one with the free invoice generator or a freelance invoice template. And if the invoice email itself could be clearer, see how to write an invoice email.
