How many times should I follow up on an unpaid invoice?

Follow up at least three times: a friendly reminder 3 days before the due date, a polite check-in 1-3 days after the due date, and a more direct follow-up 7 days after the due date. If still unpaid after two weeks, a phone call is more effective than another email.

What tone should I use in a follow-up email?

Keep it polite and assume good intent. Most late payments are oversights, not refusals. Start friendly and gradually become more direct. Never threaten or accuse in email — it damages your reputation and rarely speeds up payment.

When should I stop following up and take legal action?

For amounts under $500, after 30 days with no response, consider writing it off and never working with that client again. For larger amounts, send a formal demand letter at 30 days and consider small claims court at 60-90 days. Always weigh the cost of collection against the invoice amount.

July 23, 20264 min read

How to Follow Up on an Unpaid Invoice — Email Templates That Work.

The follow-up most freelancers skip

Most freelancers and small business owners send an invoice and then... wait. They hope the client pays. When payment does not arrive, they feel awkward about following up. They wait a few more days. Then a week. Then suddenly it has been a month and the invoice is still unpaid.

The data is clear: businesses that follow up on invoices get paid significantly faster than those that do not. The key is having a system and templates ready so you do not have to think about it.

Before you send the first follow-up

Make sure you sent the invoice to the right person. If you invoiced a company, your main contact might not be the person who handles payments. Ask: "Could you confirm the best email for your accounts payable department?" This alone resolves many unpaid invoices.

Email template: reminder before the due date

Send this 3-5 days before the invoice is due. This is not a follow-up — it is a courtesy. Many clients appreciate the reminder.

Subject: Quick reminder — Invoice #1042 due August 15

Hi [Name],

Just a quick note that Invoice #1042 for $450.00 is due on August 15. Please let me know if you have any questions about the charges or need anything from my end.

You can pay via [payment method].

Thanks, [Your Name]

Email template: 1-3 days past due

The invoice is now late. Keep it friendly — this is the email most people respond to. Assume it was an oversight.

Subject: Following up — Invoice #1042 for $450.00

Hi [Name],

I wanted to follow up on Invoice #1042 for $450.00, which was due on August 15. I know things get busy, so I wanted to check in and see if everything looks okay on your end.

Please let me know if you have any questions or need me to resend the invoice. You can pay via [payment method] at your convenience.

Thanks, [Your Name]

Email template: 7 days past due

If you have not heard back, it is time to be more direct. Still polite, but the tone shifts from "gentle reminder" to "this needs attention."

Subject: Invoice #1042 — 7 days past due

Hi [Name],

I am following up again on Invoice #1042 for $450.00, originally due August 15. I have not received payment or a response to my previous email.

If there is an issue with the invoice or the work, please let me know so I can address it. If payment has already been sent, please disregard this message and accept my thanks.

You can pay via [payment method]. If you would prefer to set up a payment plan, I am open to discussing that.

Best, [Your Name]

Email template: 14 days past due (final email)

At this point, you are signaling that further action may follow. Do not threaten — just state the facts clearly.

Subject: Final notice — Invoice #1042 now 14 days past due

Hi [Name],

Invoice #1042 for $450.00 is now 14 days past its August 15 due date. I have reached out several times and have not received payment or a response.

I value our working relationship and would prefer to resolve this directly. If I do not hear from you by [date 7 days from now], I will need to pursue formal collection of this invoice as outlined in my payment terms.

You can pay immediately via [payment method]. If you are experiencing difficulty, please contact me to discuss options.

Sincerely, [Your Name]

When to pick up the phone

After two unanswered emails, a phone call often works better than a third email. People ignore emails. They have a harder time ignoring a direct conversation. Keep the call brief and friendly: "Hi [Name], I wanted to check in on Invoice #1042. Is everything okay on your end?"

Prevent the problem for future invoices

Require a deposit for new clients or projects over a certain amount.
Shorten your payment terms — Due on Receipt or Net 7 instead of Net 30.
Automate reminders — Invoice software can send automatic reminders at set intervals.
Add late fee language to every invoice: "A late fee of 1.5% per month applies to balances past due."

The best follow-up is the one you never need to send.

The follow-up most freelancers skip

The data is clear: businesses that follow up on invoices get paid significantly faster than those that do not. The key is having a system and templates ready so you do not have to think about it.

Email template: reminder before the due date

Send this 3-5 days before the invoice is due. This is not a follow-up — it is a courtesy. Many clients appreciate the reminder.

Subject: Quick reminder — Invoice #1042 due August 15

Hi [Name],

Just a quick note that Invoice #1042 for $450.00 is due on August 15. Please let me know if you have any questions about the charges or need anything from my end.

You can pay via [payment method].

Thanks, [Your Name]

Email template: 1-3 days past due

The invoice is now late. Keep it friendly — this is the email most people respond to. Assume it was an oversight.

Subject: Following up — Invoice #1042 for $450.00

Hi [Name],

I wanted to follow up on Invoice #1042 for $450.00, which was due on August 15. I know things get busy, so I wanted to check in and see if everything looks okay on your end.

Please let me know if you have any questions or need me to resend the invoice. You can pay via [payment method] at your convenience.

Thanks, [Your Name]

Email template: 7 days past due

If you have not heard back, it is time to be more direct. Still polite, but the tone shifts from "gentle reminder" to "this needs attention."

Subject: Invoice #1042 — 7 days past due

Hi [Name],

I am following up again on Invoice #1042 for $450.00, originally due August 15. I have not received payment or a response to my previous email.

If there is an issue with the invoice or the work, please let me know so I can address it. If payment has already been sent, please disregard this message and accept my thanks.

You can pay via [payment method]. If you would prefer to set up a payment plan, I am open to discussing that.

Best, [Your Name]

Email template: 14 days past due (final email)

At this point, you are signaling that further action may follow. Do not threaten — just state the facts clearly.

Subject: Final notice — Invoice #1042 now 14 days past due

Hi [Name],

Invoice #1042 for $450.00 is now 14 days past its August 15 due date. I have reached out several times and have not received payment or a response.

I value our working relationship and would prefer to resolve this directly. If I do not hear from you by [date 7 days from now], I will need to pursue formal collection of this invoice as outlined in my payment terms.

You can pay immediately via [payment method]. If you are experiencing difficulty, please contact me to discuss options.

Sincerely, [Your Name]

Prevent the problem for future invoices

Require a deposit for new clients or projects over a certain amount.

Shorten your payment terms — Due on Receipt or Net 7 instead of Net 30.

Automate reminders — Invoice software can send automatic reminders at set intervals.

Add late fee language to every invoice: "A late fee of 1.5% per month applies to balances past due."

The best follow-up is the one you never need to send.