The perfect reminder email: examples that actually work
Sep 19, 2025
Every entrepreneur knows the feeling: you have done excellent work, the invoice has been correctly sent, but the payment is taking its time. A professional reminder email can make the difference between a smooth processing and a prolonged process full of frustration. But how do you write a reminder email that actually works without damaging the business relationship?
In this guide, you will discover proven strategies, concrete examples, and practical tips to transform your reminder emails into effective tools for better cash flow.
Why a good reminder email is crucial
The impact of a well-written reminder email is often underestimated. It is much more than a polite nudge - it is a strategic communication tool that directly affects your business results.
Research shows that over 70% of invoices are paid within the specified period after the first professional reminder email. This means that with a good approach, you can resolve most payment delays before they escalate into legal procedures. A timely sent reminder email not only prevents cash flow problems but also demonstrates your professionalism. Clients appreciate entrepreneurs who have their administration in order and communicate clearly. This often strengthens the business relationship instead of damaging it. In addition, an effective reminder approach can save you significant costs. The average costs of a collection procedure range from €150 to €500 per case, while a good reminder email only takes a few minutes of your time. The psychological aspect also plays an important role. A professional reminder email gives your client the chance to "save face" by rectifying a mistake, while aggressive communication often creates resistance.
The anatomy of an effective reminder email
A successful reminder email consists of seven essential components that together ensure maximum impact and minimal resistance.
The subject line determines everything
Your subject line is the gatekeeper of your message. Use concrete, clear wording that immediately makes it clear what the email is about. "Payment reminder invoice 2025-045" works better than "Regarding our collaboration". Avoid misleading subject lines like "Urgent" or "Important" - these come across as spam.
A personal but businesslike salutation
Always start with the name of your contact person. "Dear Jan" feels warmer than "Dear Sir/Madam", but "Dear Mr. Janssen" is more appropriate for formal relationships. Adjust your tone according to the existing communication style with this client.Direct but friendly opening
Get straight to the point without detours. "While reviewing my outstanding items, I noticed that invoice 2025-045 has not been paid yet" is clear and not accusatory. Avoid sentences like "Unfortunately, I have to observe" - this sounds dramatic.Complete invoice information
Always state the invoice number, the original invoice date, the exact amount, and the original due date. Include a copy of the (e-)invoice. Make it as easy as possible for your client to check why an invoice has not yet been paid and to take action.A concrete follow-up action with a deadline
Specify a date for the desired payment. "Within 7 working days" is more concrete than "as soon as possible". A deadline creates urgency and helps with your cash flow planning.Professional closing with openness for contact
Close with your full contact details and encourage contact in case of questions or issues. "If there is a reason why payment is delayed, please feel free to contact me" shows understanding and professionalism.Attachments and payment options
Always attach a copy of the original invoice and mention all available payment methods. QR codes for mobile payments or direct links to online payment environments significantly increase conversion.
Examples of reminder emails for every situation
The first friendly reminder (5-7 days after the due date)
Subject: Friendly payment reminder - Invoice 2025-089
Dear Sarah,
While updating my records, I noticed that invoice 2025-089 for €2,150.00 (due date September 12, 2025) is still open. This invoice has likely been overlooked in the daily rush, which is why I am sending you a copy as a reminder. Could you please settle this invoice by October 2, 2025? This helps me a lot in planning my cash flow for the upcoming weeks. For quick payment, you can use:
Bank transfer to BE68 7320 2158 7419
Online payment through [link to payment portal]
Direct debit (contact for arrangement)
If you have any questions about the invoice or there is another reason for the delay, please let me know.
The formal second reminder (14 days after the first reminder)
Subject: 2nd payment reminder - Invoice 2025-089 - Action required
Dear Mrs. Dubois,
On September 25, I sent you a friendly reminder regarding invoice 2025-089 for €2,150.00. To date, I have not received payment or a response.
This invoice is now 25 days overdue. To prevent further escalation, I urgently request that you pay the outstanding amount by October 10, 2025.
If payment is still not made after this date, I will be forced to take further steps, including:
Charging default interest (8% per year)
Administrative costs for further reminders
Possible transfer to a collection agency
Account details for transfer:
IBAN: BE68 7320 2158 7419
BIC: KREDBEBB
Reference: Invoice 2025-089
If there is a dispute regarding the services provided or other issues, I would like to hear about it from you as soon as possible.
The last warning before legal action (7 days after the second reminder)
Subject: FINAL WARNING - Invoice 2025-089 - Legal procedure
Dear Madam,
Despite my previous reminders of September 25 and October 2 regarding invoice 2025-089 for €2,150.00, this invoice remains unpaid.
This is my final formal warning. If I do not receive the full amount by October 17, 2025, at 5:00 PM in my account, I will refer this case to my collection agency.
Consequences of non-payment:
The original amount: €2,150.00
Default interest since September 12: €47.30
Collection costs: minimum €150.00
Total amount due: €2,347.30
These costs will continue to accrue as long as payment is delayed. Additionally, a negative registration in credit databases may limit your future business opportunities.
I trust that you want to avoid this escalation by proceeding with payment.
Last chance for immediate payment: IBAN: BE68 7320 2158 7419 Reference: Invoice 2025-089 - URGENT
The dispute reminder email
Subject: Clarification requested - Invoice 2025-089
Dear Sarah,
From your response yesterday, I understand that there is some confusion regarding invoice 2025-089 for €2,150.00.
To resolve this issue quickly, I propose that we have a phone call. I will be available tomorrow (Wednesday) between 9:00 AM and 5:00 PM at +32 9 234 56 78.
For clarification, I am sending you the following attachments:
The original quote (accepted on August 15)
Our email correspondence regarding the project delivery
The delivered work in PDF format
Your approval email from August 28
If a phone call is not convenient, we can also schedule a short meeting via Teams or in person at the office.
It is not my intention to escalate this collaboration over a misunderstanding. Let’s solve this together professionally.
Common mistakes to avoid
Waiting too long for the first reminder
The biggest mistake entrepreneurs make is hesitating. Don’t wait until you become desperate - start 5 to 7 days after the due date. Starting early gives you more options and prevents small problems from growing into large disputes.
Using emotional or accusatory language
Sentences like "I am disappointed in your payment behavior" or "This is extremely unprofessional" do not belong in business correspondence. Even if you are frustrated, remain businesslike and respectful. Emotions lead to backlash and permanently damage relationships.
Unclear or incomplete information
A reminder email without an invoice number, exact amounts, or clear due dates works counterproductively. Customers who have to search for information will delay the payment. Make it as easy as possible for them to take action immediately.
Poor timing of sending
Do not send reminder emails on Friday evenings, during weekends, or holiday periods. The chance that they will be read and followed up on is minimal then. Tuesday to Thursday between 9:00 AM and 4:00 PM have been proven to be the most effective times.
Too much or too little follow-up
Don’t send a reminder every day - this comes across as stalking. But also don’t wait months between messages. Maintain a rhythm of 7-14 days between different reminders.
Forgetting to provide payment convenience
Customers who only receive an account number pay slower than customers who receive multiple easy payment options. Offer QR codes, direct payment links, or even the possibility for payment in installments. A tool like Cashfeed can assist with this.
Not keeping documentation
Keep accurate records of when you sent which reminder. This is crucial for any legal procedures and prevents confusion about the timeline.
Frequently asked questions
How do you remind someone politely?
Always start from the assumption that it is a mistake or oversight. Use phrases like "This invoice may have been overlooked in the daily rush" instead of accusatory language. Show understanding for your customer’s situation, but remain clear about your expectations. Always offer help and make it easy to reach out with questions.
What is a good subject line for a reminder email?
Use concrete, informative subject lines that immediately clarify what the email is about. Effective examples are: "Payment reminder invoice 2025-045 - €1,250", "2nd reminder - Overdue invoice action required", or "Friendly payment reminder - 7 days overdue". Avoid vague terms like "Important message" or misleading subject lines.
How long should you wait before sending a reminder?
You send the first reminder 5-7 days after the due date. This is early enough to be effective but also gives the customer the chance to pay the invoice on time. For the second reminder, wait 10-14 days after the first, and for any third reminder, another 7-10 days. Waiting too long significantly reduces the chance of successful collection.
What is the difference between a payment reminder and a formal notice?
A payment reminder is a friendly, informative prompt without immediate legal consequences. The goal is to alert the customer to an outstanding invoice. A formal notice (or default notice), on the other hand, is an official legal document in which you officially put the customer in default. This is usually the last step before starting legal procedures or involving a collection agency.
Can you charge fees for a payment reminder?
The first payment reminder must always be free - you cannot charge for this. From the second reminder onwards, you can charge reasonable administrative fees, provided this has been agreed upon in your general terms. Strict legal limits apply to consumers.
How do you follow up a reminder email if there is no response?
After three written reminders, it’s time for personal contact. Call your customer for a final attempt at an amicable resolution - often, it turns out there is a simple misunderstanding. If you receive no response or the payment is still pending, you can choose to involve a collection agency or take legal steps yourself through the peace judge.
How can you automate sending reminders with Cashfeed?
Cashfeed makes following up on payments a breeze. By creating a smart connection with your bank account(s), the system marks the outstanding invoice as 'paid' within 24 hours after a payment is received.
Soon you will also be able to ask the system to send automatic reminders, for example on day 5, 14, and 21 after the due date.
Customers will then receive professional reminder emails with direct payment links, and you get real-time updates on who has paid. Depending on your volume, this can save you hours to even a day per month of your time.
