How to use the payment reminder generator
- Enter the client name, the invoice number, the amount due, the due date and the date of the reminder.
- Pick a tone: friendly, firm or final notice.
- Add your name, your business, how to reach you and how to pay. If your agreement states a late fee or terms, type that wording in the terms box.
- Copy the email text and subject, or download the letter as a PDF. Read it before you send it.
How the reminder is built
The days past due are worked out from the due date and the date of the reminder, counting calendar days. A reminder sent 11 days after the due date says the invoice is 11 days past due, one sent on the due date says it is due today, and one sent before it says how many days are left. The amount is formatted in dollars and cents, such as $1,250.00.
The three tones change the wording. Friendly assumes the invoice may have been missed, thanks the client if payment is already on the way, and offers to resend the invoice. Firm states the amount and date and asks for a payment date or the reason for a delay. Final notice says it is a final reminder and asks for payment or a conversation about a payment plan by the end of the week.
What the tool does not add
The tool never adds late fees, interest or legal threats. If your signed agreement or invoice already states a late fee, paste that exact wording in the terms box so it appears in the message. Anything legal, such as sending a debt to collections, should be handled with advice for your situation.
To keep payments on time in the first place, consider the days sales outstanding calculator, the early payment discount calculator and the invoice generator.
Sending it
Copy the text into your email program, check the names, the amount and the dates, and send it yourself. Nothing is sent by this page. The letter version is formatted as a business letter for those who prefer to mail or attach one. Your entries are used only in your browser and are not uploaded.
Assumptions and limits
- Days past due are calendar days between the two dates you enter.
- The wording is a template and is not legal advice.
- No late fee, interest or legal wording is added unless you type it.
- Nothing is sent. You copy or download the text.
Frequently asked questions
How do I write a polite payment reminder?
Lead with the invoice number, amount and due date, say you may have been missed, offer to resend the invoice, and thank the client. The friendly tone does this.
When should I send a final notice?
That is your decision and depends on your agreement and the relationship. The final notice tone is firmer and asks for payment or a plan by a set time.
Does the tool add a late fee?
No. A fee is added only if you type wording from your own agreement in the terms box.
Can I get a letter instead of an email?
Yes. The same text is laid out as a letter you can download as a PDF.