5 Copy-Paste Email Templates for Sending Invoices

The invoice is attached, but the email body is blank. You stare at the cursor. How friendly should you be? How direct? Here are 5 templates you can steal right now.

1. The Standard Send (Friendly & Professional)

Subject: Invoice [Number] for [Project Name]

Hi [Client Name],

I hope you're having a great week.

Please find attached Invoice #[Number] for [Project Name], totaling [Amount]. The payment is due by [Date].

Payment can be made via [Bank Transfer / PayPal / Wise] using the details on the invoice.

Let me know if you have any questions!

Best,
[Your Name]

2. The "Just Following Up" (1 Day Overdue)

Subject: Friendly Reminder: Invoice [Number] for [Project Name]

Hi [Client Name],

Just a quick friendly reminder that Invoice #[Number] was due yesterday, [Date].

I'm sure it just slipped through the cracks. I've re-attached it here for convenience. Please let me know when this has been processed.

Thanks!
[Your Name]

3. The "Second Notice" (7 Days Overdue)

Subject: Second Notice – Overdue Invoice [Number]

Hi [Client Name],

I'm following up again regarding Invoice #[Number] for [Amount], which was due on [Date] and is now 7 days overdue.

Could you please confirm when payment will be processed? If there are any issues with the invoice, I'm happy to discuss.

Please note that per our agreement, a late fee of [X%] may apply to overdue balances.

Thank you for your prompt attention to this matter.

Best regards,
[Your Name]

4. The "Work Paused" (14 Days Overdue)

Subject: Important: Outstanding Balance – Invoice [Number]

Hi [Client Name],

Invoice #[Number] for [Amount] is now 14 days past due. I have not received payment or a response to my previous reminders.

To avoid further delays on [current/future project], I've paused work effective today. All progress will resume immediately upon receipt of payment.

Please process this at your earliest convenience.

Regards,
[Your Name]

5. The "Final Notice" (30+ Days Overdue)

Subject: Final Notice Before Collections – Invoice [Number]

Dear [Client Name],

This is a final notice regarding Invoice #[Number] for [Amount], originally due on [Date]. The balance is now [X] days overdue.

If payment is not received by [Final Deadline Date], I will have no choice but to refer this matter to a collections agency / pursue legal remedies.

I would prefer to resolve this directly. Please contact me immediately to arrange payment.

Sincerely,
[Your Name]