Every entrepreneur knows the feeling: you've done a great job, the invoice was sent correctly, but the payment is still pending. A professional reminder email can make the difference between a smooth process and a long, frustrating process. But how do you write a reminder email that actually works without damaging the business relationship?
In this guide, you'll 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's much more than a polite nudge—it's a strategic communication tool that directly impacts your bottom line.
Research shows that over 70% of invoices are paid within the stipulated timeframe after the first professional reminder email. This means that with a good approach, you can resolve most payment delays before they escalate into legal proceedings. A timely reminder email not only prevents cash flow problems but also demonstrates your professionalism. Customers appreciate entrepreneurs who have their administration in order and communicate clearly. This often strengthens the business relationship instead of damaging it. Moreover, an effective reminder approach saves you considerable costs. The average cost of a debt collection procedure is between €150 and €500 per case, while a good reminder email only takes a few minutes of your time. The psychological aspect also plays a significant role. A professional reminder email gives your customer the opportunity to "save face" by correcting a mistake, while aggressive communication often provokes resistance.
The anatomy of an effective reminder email
A successful reminder email consists of seven essential components that together ensure maximum impact and minimum resistance.
The subject line decides 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 yet businesslike salutation
Always begin with your contact's name. "Dear Jan" has a warmer tone than "Dear Sir/Madam," but "Dear Mr. Janssen" is more appropriate for formal interactions. Adapt your tone to your existing communication style with this client.Direct but friendly opening
Get straight to the point, without beating around the bush. "While reviewing my outstanding balance, I noticed that invoice 2025-045 hasn't been paid yet" is clear and non-accusatory. Avoid phrases like "Unfortunately, I have to conclude"—it sounds dramatic.Complete invoice information
Always include 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 customer to check why an invoice hasn't been paid and to take action.A concrete follow-up action with a deadline
Provide a specific date for the desired payment. "Within 7 business days" is more concrete than "as soon as possible." A deadline creates urgency and helps with your cash flow planning.Professional closing with openness to contact
End with your full contact information and encourage contact if you have any questions or problems. "If there's any reason why the payment isn't due, please feel free to contact me" demonstrates understanding and professionalism.Attachments and payment options
Always include a copy of the original invoice and list all available payment methods. QR codes for mobile payments or direct links to online payment platforms 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 September 12, 2025) is still open. This invoice was probably overlooked in the daily rush, so I'm sending you a copy as a reminder. Could you please pay this invoice by October 2, 2025? This will help me tremendously in planning my cash flow for the coming weeks. For a quick payment, please use:
Bank transfer to BE68 7320 2158 7419
Online payment via [link to payment portal]
Direct debit (contact us for an appointment)
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 25th, I sent you a friendly reminder regarding invoice 2025-089 for €2,150.00. To date, I have not received any payment or response.
This invoice is now 25 days past its due date. To prevent further escalation, I urge you to pay the outstanding amount by October 10, 2025.
If payment is still not received after this date, I will be forced to take further steps, including:
Charging late payment 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
Notice: Invoice 2025-089
If there is a dispute about the services provided or any other problems, please let me know as soon as possible.
The final warning before legal action (7 days after 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 of €2,150.00, this invoice remains unpaid.
This is my final formal warning. If I don't receive the full amount in my account by 5:00 PM on October 17, 2025, I will turn this matter over to my debt collection agency.
Consequences of non-payment:
The original amount: €2,150.00
Late payment interest since September 12: €47.30
Collection costs: minimum €150.00
Total amount due: €2,347.30
These costs continue to mount as long as payment remains outstanding. Furthermore, a negative credit rating can limit your future business opportunities.
I trust that you will want to prevent this escalation by making payment.
Last chance for direct payment: IBAN: BE68 7320 2158 7419 Message: Invoice 2025-089 - URGENT
The dispute reminder email
Subject: Clarification required - Invoice 2025-089
Dear Sarah,
From your response yesterday I understand that there is some confusion about invoice 2025-089 of €2,150.00.
To resolve this matter quickly, I suggest we contact you by phone. I can be reached tomorrow (Wednesday) between 9:00 AM and 5:00 PM at +32 9 234 56 78.
For clarification, I am sending you the following in attachment:
The original offer (accepted on August 15)
Our email correspondence regarding project delivery
The completed work in PDF format
Your approval email from August 28
If telephone contact is not convenient, we can also plan a short meeting via Teams or physically at the office.
It's not my intention to let this collaboration escalate over a misunderstanding. Let's resolve this professionally together.
Common mistakes to avoid
Waiting too long for the first reminder
The biggest mistake entrepreneurs make is procrastination. Don't wait until you're desperate—start 5 to 7 days after the due date. Starting early gives you more options and prevents small problems from escalating into major disputes.
Using emotional or accusatory language
Phrases like "I'm disappointed in your payment behavior" or "This is highly unprofessional" have no place in business correspondence. Even if you're frustrated, remain professional 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 is counterproductive. Customers who have to search for information will delay payment. Make it as easy as possible to act immediately.
Bad timing of shipment
Don't send reminder emails on Friday evenings, weekends, or during holidays. The chances of them being read and acted upon are minimal. Tuesday through Thursday between 9:00 AM and 4:00 PM are proven to be the most effective times.
Too much or too little follow-up
Don't send a reminder every day—it comes across as stalking. But don't wait months between messages either. Maintain a 7-14 day interval between reminders.
Forgot to offer payment convenience
Customers who only receive an account number pay more slowly than those who receive multiple, easy payment options. Offer QR codes, direct payment links, or even the option to spread payments. A tool like Cashfeed can help with this.
No documentation maintained
Keep accurate records of when you sent each reminder. This is crucial for any legal proceedings and prevents confusion about the timeline.
Frequently Asked Questions
How do you remember someone politely?
Always start with the assumption that it was a mistake or an oversight. Use phrases like "This invoice may have been overlooked in the daily grind" instead of accusatory language. Show understanding for your customer's situation, but remain clear about your expectations. Always offer assistance and make it easy to contact them with questions.
What is a good subject line for a reminder email?
Use concrete, informative subject lines that immediately make it clear what the email is about. Effective examples include: "Payment reminder invoice 2025-045 - €1,250," "2nd reminder - Overdue invoice action required," or "Friendly payment reminder - 7 days past due." Avoid vague terms like "Important message" or misleading subject lines.
How long should you wait before sending a reminder?
Send the first reminder 5-7 days after the due date. This is early enough to be effective, but it also gives the customer the opportunity to pay the invoice as scheduled. For the second reminder, wait 10-14 days after the first, and for a third reminder, wait 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 reminder without direct legal consequences. Its purpose is to alert the customer to an outstanding invoice. A demand letter (or notice of default), on the other hand, is a formal legal document that officially puts the customer in default. This is usually the last step before initiating legal proceedings or engaging a debt collection agency.
Can you charge fees for a payment reminder?
The first payment reminder must always be free of charge – you may not charge a fee for this. From the second reminder onwards, you can charge a reasonable administrative fee, provided this has been agreed upon in advance in your terms and conditions. Strict legal limits apply to consumers.
How do you follow up on 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 settlement – often, it turns out to be a simple misunderstanding. If you don't get an answer or don't receive payment, you can choose between calling a debt collection agency or taking legal action yourself through the Justice of the Peace.
How can you automate sending reminders with Cashfeed?
Cashfeed makes tracking payments a breeze. Through a smart connection to your bank account(s), the system marks the outstanding invoice as paid within 24 hours of receiving a payment.
Soon you will also be able to ask the system to send automatic reminders, for example on days 5, 14 and 21 after the due date.
Customers will then receive professional reminder emails with direct payment links, and you'll get real-time updates on who has paid. Depending on your volume, this could save you hours or even a day of your time each month.
Automate your invoices and save time.
Use Cashfeed for e-invoicing, cut manual tasks, and accelerate payments.
