Payment reminder: template and the right tone
A reminder exists to get you paid, not to let off steam. The ones that work are short, quote exact numbers, propose a concrete next step and keep the relationship intact. The sequence matters more than the wording: a gentle first note, a firm second, a third that states consequences.
What it must contain
- The exact reference: invoice number, date, amount, the due date that passed.
- How many days overdue, counted from the due date on the invoice.
- The amount still outstanding, net of any part payments already received.
- Your payment details repeated, so there is no friction.
- A new date by which you expect payment.
- A direct contact for disputes or for asking about a payment plan.
Mistakes we see most often
- Writing "your account is overdue" without naming the invoice, so nobody knows what to look for.
- Threatening legal action in the first reminder over a three-day delay.
- Not updating the amount after a part payment.
- Sending it to the sales contact instead of accounts payable.
- Keeping no record of reminders sent, then sending the same one twice.
Typical structure
| Subject | Payment reminder — invoice 2026/112 |
| Reference | Invoice no. 2026/112 of 11 Sep 2026, due 11 Oct 2026 |
| Position | Amount due €1,220.00 — 18 days overdue |
| Request | Payment by 5 Nov 2026 |
| Payment | Bank details and reference to use |
| Close | A direct contact for any query |
Frequently asked questions
When should the first reminder go out?
Five to ten days after the due date, in a neutral tone — most delays are administrative. The second at twenty to thirty days, firmer; the third states consequences and usually goes by a traceable channel.
Can I charge late payment interest?
In many jurisdictions yes, within limits set by law or by your contract. Workio does not calculate it automatically: add it as a line and check the rules that apply to you.
Email or attached PDF?
Both. The email body makes the request immediate; the PDF gives accounts payable something to file. Workio generates the PDF and shares it from your phone.
How do I keep track of what has been paid?
Workio records part payments against the document and recalculates the balance, so a reminder always shows the amount genuinely outstanding.