1st unpaid invoice reminder by email: template and tips

When should you send your 1st reminder for an unpaid bill?

The ideal is send your first reminder by email between 3 and 5 days after invoice due date . This gives the customer a short period of time in which to make the payment, should he forget.

A too-rapid reminder can seem urgent, while a late reminder gives the impression of disorganized follow-up.

Upstream, a preventive reminder just before the due date is also recommended for large invoices.

What should a 1st invoice reminder email contain?

An effective first reminder relies on two key elements: form and content. The tone used, the level of detail and the information communicated must be carefully adjusted.

The right tone to avoid offending the customer

The first relaunch must remain friendly, factual and professional . Avoid all accusatory or threatening tone.

Choose a kind wording which gives the customer the benefit of the doubt: oversight, technical problem, banking delay.

The aim is to preserve the business relationship while showing that you're keeping a close eye on your payments.

Essential information to include

To be clear and useful, your message must include :

• Invoice number and date

• Amount due and due date

• A polite reminder of your expectation of payment

• Terms of payment (IBAN, link, contact details)

• An attachment with the initial invoice

• A suggested contact in the event of difficulty or disagreement.

Sample email for a 1st reminder for an unpaid invoice

Here's an example of an email that you can adapt to your tone and charter:

Object Reminders - Invoice no. 2035 overdue

"Hello [Customer name],

I'd like to get back to you regarding invoice no. 2035 for €1,250 excluding VAT, which expired on [expiry date].

Unless we have made a mistake or forgotten, this has not yet been paid. Please find enclosed a copy of the invoice for your reference.

Payment can be made by bank transfer to the usual address, or via our secure payment link [insert link if available].

Please do not hesitate to contact us if something is blocking the processing of this payment.

I thank you in advance and remain at your disposal.

Yours sincerely
[First name Last name][Position][Company name][Contact details]".

5 mistakes to avoid in your 1st reminder

There are a few things you should be aware of that can undermine the effectiveness of your relaunch and create unnecessary tension. Here are the ones to avoid.

Relaunching too early or too late

A reminder sent the day after the due date may seem and give an impression of mistrust. .

On the contrary, wait several weeks decreases your chances of getting paid quickly, and gives the customer the feeling that you're not keeping up with your collections.

The ideal is wait 3 to 5 days after the due date for a courteous and professional first call.

Forgetting to recall invoice items

A dunning message with no clear reference to the invoice concerned loses efficiency.

Always indicate :

• Invoice number

• The amount

• Its expiry date

• Agreed payment terms, if possible .

This avoids misunderstandings and makes it easier for the customer to handle.

Use an overly aggressive tone

A curt or threatening tone from the very first reminder can alter the business relationship and block the situation.

Choose a cordial, factual approach even if the delay penalizes you.

Recall the situation in a professional manner, while reaffirming your expectation of a speedy resolution.

Neglecting message clarity

A message that is unclear, too long or poorly structured is more likely to be ignored.

Get to the heart of the matter: who you are, what you want (payment), and why ( unpaid invoice expired).

Use short sentences and explicit email subject lines to capture attention.

Do not reattach invoice

Even if the invoice has already been sent, attaching a copy to your reminder saves the customer the hassle of searching for it. makes payment easy.

This eliminates a common excuse ("I couldn't find the invoice") and shows your professionalism.

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Find out how to speed up your collections while keeping a firm grip on your customer relationships.

The first reminder of an unpaid invoice is a key moment: it sets the tone for the rest of the collection process. Properly drafted, sent at the right time and formulated with professionalism, it maximizes your chances of getting paid quickly without damaging the business relationship.

Put in place a clear, structured and humane process: it's regularity, rather than severity, that pays off. And if you want to save time and secure your cash flow, consider solutions such as invoice financing with Hero .