Invoice reminder email templates you can make your own

Check these details before using a template.

Confirm the outstanding balance from your payment records and read the client’s last reply. Use the correct billing contact, invoice number, due date, and payment destination. Do not send a payment request if the invoice is already paid or the balance is under discussion.

The square brackets in the examples below are editing prompts. They are not Dunlio template variables. If you save a draft in Dunlio, choose the supported fields from the template editor and review the filled-in preview before sending.

1. A check-in around the due date

Use this in an existing client conversation when you want to confirm that the invoice reached the right place. It asks about missing information rather than implying that payment is late.

Hi [client name],

A quick check that you have everything you need for invoice [invoice number] for [amount], due on [due date].

The payment details are in the original invoice. Please let me know if a reference or document is missing, or if this should go to another billing contact.

Thanks,
[your name]

2. A friendly overdue invoice email

Start with the facts and one request. Leave a way for the client to tell you that payment has already been made or that something is blocking it.

Hi [client name],

I’m following up on invoice [invoice number], which was due on [due date]. The remaining balance is [amount].

Could you arrange payment or confirm the expected payment date? If it has already been sent, please share the payment reference so I can update my records.

Let me know if you need anything from me.

Thanks,
[your name]

3. A reminder after a promised payment date

Refer to the agreed date rather than restarting a generic reminder sequence. Check your records again first: a payment can take time to appear, and the client may have sent it on the date promised.

Hi [client name],

You mentioned that payment for invoice [invoice number] was expected on [agreed date]. I haven’t yet matched it in my records.

Could you confirm whether the [remaining amount] payment has been sent? If so, the payment reference would help me check it. If the date has changed, please let me know the revised date.

Thanks,
[your name]

4. A message about a missing billing reference

If payment is held by a missing purchase-order number or approval, address that obstacle directly. Keep ordinary reminders paused while you get the correct information.

Hi [client name],

Thanks for letting me know that invoice [invoice number] needs [the missing reference or document].

Could you send the correct details, or put me in touch with the billing contact who can confirm them? I’ll update the invoice once I have the information.

Please also let me know whether this changes the expected payment date.

Thanks,
[your name]

5. A reply when the balance is disputed

Stop the automatic queue and move to a conversation. Acknowledge the question, ask for the specific line or item in dispute, and agree on the next step. Do not assume that this email settles the disagreement.

Hi [client name],

Thanks for raising your question about invoice [invoice number]. I’ve paused the routine reminders while we review it.

Could you point me to the item or amount you would like to discuss, along with the details I should check? I’ll review it against our agreement and come back to you.

If a short call is easier, let me know a suitable time.

Thanks,
[your name]

Save a voice you can use again.

Keep a short library of drafts for situations you regularly encounter. Give each template a useful name and review it when your payment instructions or business details change. One clear greeting and sign-off are usually easier to maintain than a long block of stock wording.

Dunlio’s template editor lets you save your own subject and message, insert supported invoice fields, and review the designer and plain-text versions. The app’s configured sender is separate from your Reply-to address, which must match your confirmed account email in early access. Check both in the preview and email setup guide so a client knows where to reply. The current release uses EUR invoice amounts and does not attach PDFs or collect payment.

For the full process around these messages, read how to write an overdue invoice email or the freelancer workflow.