Free payment reminder templates for contractors
Chasing an invoice feels awkward — so a lot of contractors either say nothing and wait, or send something that sounds annoyed. Neither gets you paid faster. Use these three templates depending on how late the invoice is; copy, fill in the brackets, send.
Stage 1 — due soon or just past due (friendly)
Invoice #[NUMBER] for [JOB NAME] — quick nudge
Hi [CLIENT FIRST NAME], Hope you're enjoying the finished [JOB NAME]! Just a friendly heads-up that invoice #[NUMBER] ([AMOUNT]) is due [DATE]. Reply here with any questions, or send payment whenever convenient. Thanks again for trusting us with the project. — [YOUR NAME]
Stage 2 — 7+ days overdue (firm, still professional)
Invoice #[NUMBER] is [X] days past due — [AMOUNT]
Hi [CLIENT FIRST NAME], Following up on invoice #[NUMBER] for [AMOUNT], now [X] days past its [DATE] due date. This covers the work approved on [APPROVAL DATE] and completed on [COMPLETION DATE]. Could you let me know today when we can expect payment? If something about the invoice looks off, call me directly and we'll sort it out. [YOUR NAME] [BUSINESS NAME]
Stage 3 — 21+ days overdue (final notice)
Final notice — invoice #[NUMBER] ([AMOUNT])
[CLIENT FIRST NAME], Despite previous reminders, invoice #[NUMBER] for [AMOUNT] remains unpaid [X] days past due. If payment isn't received within 7 days, we'll have to pause any warranty coverage and consider next steps — which neither of us wants. Please send payment or call me today so we can resolve this directly. [YOUR NAME] [BUSINESS NAME]
Three rules that make these actually work
- Reference the specific approval, not just the amount. "The work you approved on May 12" is harder to argue with than a bare invoice total.
- Never sound desperate. Calm and factual gets paid faster than annoyed — annoyed invites an argument instead of a payment.
- Escalate on a schedule, not a feeling. Decide your stages in advance (7 days, 21 days) so you're not deciding how firm to be while frustrated.
The faster version: reminders drafted from the actual record
Swornbook drafts these automatically — friendly, firm, or final — pulling in the real approval date, the real invoice number, and the real amount, so you never retype a thing. Free 14-day trial, no card: start protecting your invoices →
These templates are free for your business use. They are not legal or collections advice — for seriously overdue accounts, consult a professional.