A useful reminder gives your customer enough information to act: the invoice reference, outstanding amount, due date and a clear next step. Start by checking whether the payment has already arrived.

1. Before the due date

Subject: Upcoming payment — invoice [reference]

Hi [name],

A friendly reminder that [amount] for invoice [reference] is due on [date]. Please let us know if you need any details to arrange payment.

If you have already paid, please share the payment reference so we can update our records.

Thank you,
[your name]

2. On the due date

Hi [name], invoice [reference] has an outstanding balance of [amount], due today, [date]. Could you confirm whether payment is scheduled? Happy to help with any questions. Thank you, [your name].

3. After a partial payment

Subject: Remaining balance — invoice INV-104

Hi Aster team,

Thank you for the ₹10,000 received against invoice INV-104. The original total was ₹29,500, leaving ₹19,500 outstanding, due on [date]. Could you confirm the expected payment date for the balance?

If another payment has already been made, please share its reference so we can reconcile it.

Thank you,
Mehta Studio

These names and amounts are fictional. This example assumes no credit notes, withholding deductions or other adjustments.

4. An overdue follow-up

Hi [name], following up on invoice [reference], due on [date]. Our records show [amount] outstanding. Could you confirm when we can expect payment, or let us know if a query is holding it up? Thank you, [your name].

5. A promised date has passed

Hi [name], you previously mentioned payment for invoice [reference] was expected on [date]. We have not yet matched it in our records. Could you share the payment reference or an updated expected date? Thank you.

Make the message match the situation

  • Use “overdue” only after checking the agreed due date and any extension.
  • Thank the customer for a partial payment and request only the reconciled balance.
  • Keep disputed work or amounts visible rather than sending repeated generic reminders.
  • Do not add invented fees or legal threats. Escalation requires its own assessment.
  • Record the reply and promised date before sending another message.

Create your own draft

The free payment reminder generator fills in a message from your details. It does not send anything automatically or retain invoice data.

Keep payment references with your monthly records for your CA. For saved payment tracking, explore Lekhiva's application.