Unpaid invoice reminder email: how to maximize your chances of payment

When should you send your first dunning email after an unpaid invoice?

Timing is everything. A message sent too early or too late risks being ineffective, or even badly perceived.

The first email reminder can be sent 3 to 5 days after invoice due date especially if no dispute has been reported. Before that, a preventive boost a few days before the deadline is possible.

If no response is forthcoming, a second, firmer reminder is recommended. 7 to 10 days late. More than 30 days, a final message before formal notice may be considered.

Each step must be part of a progressive, respectful strategy.

How do you write a dunning email that makes you want to pay?

Writing an effective follow-up email is not something you can improvise. It must combine clarity, firmness and professionalism.

Here are the essential elements to integrate to maximize your chances of payment:

• Start by recalling the context. Clearly indicate the invoice reference (number, amount, due date). This will enable the customer to find the information quickly.

• Adopt an appropriate tone. Be polite and professional, especially during initial reminders. In the event of prolonged delays, you can adopt a firmer tone, without being aggressive.

• Be factual about your expectations. Explicitly state that you are awaiting payment of the invoice. Avoid vague formulas and specify the consequences of inaction if necessary.

• Make it easy to take action. Remind us of the payment methods available (bank transfer, credit card, secure payment link). The simpler it is, the faster it can be processed.

• Suggest a contact in case of blockage. Invite the customer to inform you of any difficulties or disagreements. This shows your openness to dialogue and can defuse conflict.

• Keep it short and structured. A short, light and well-organized message will be read more easily than a long, dense paragraph. Get to the point.

3 examples of reminder emails to copy and paste

Here are three models to be adapted according to the age of the unpaid debt.

Model 1: First courteous reminder (after due date)

When a customer hasn't paid an invoice by the agreed date, it's best to start with a polite and sympathetic reminder. The aim: to remind the customer of the due date without provoking him or her.

Subject: Reminder - Invoice no. 12345 due for payment

"Hello [First name],

Unless we are mistaken, invoice no. 12345 in the amount of €1,250 excluding VAT, which fell due on [date], has not yet been paid.

Please proceed to payment or let us know if you encounter any problems.

Please find enclosed a duplicate for your reference.

Best regards,
[Your name / Company]"

Model 2: Second, more insistent reminder (7 days later)

If the first reminder goes unanswered, a second, firmer attempt is called for. This should be a professional reminder of the urgency of the situation.

Subject: Dunning 2 - Invoice awaiting payment

Hello [First name],

Despite our previous message of [date], we have not received payment for invoice no. 12345 in the amount of €1,250 excluding VAT. You can pay by bank transfer or via our secure link [link].

Please pay within 5 days or contact us if you have any problems.

We look forward to hearing from you,

Yours sincerely
[Your name / Company]

Model 3: Final warning before formal notice

If no settlement is forthcoming after several reminders letters, it's time to send a final, clear and formal message. This letter should announce the possible consequences, without aggression, but with firmness.

Subject: Last reminder before proceedings - Unpaid invoice no. 12345

"Hello [First name],

Despite several reminders, invoice no. 12345, for a total of €1,250 excluding VAT, remains unpaid to this day.

If payment is not received within 7 days, we will be obliged to initiate collection proceedings.

We prefer to avoid this outcome and remain available to discuss it.

Payment can be made by bank transfer or via our secure link [link].

If you have any questions or problems, please do not hesitate to contact us.

Thank you for your understanding,
[Your name / Company]"

Should I double my email reminder with a phone call?

The phone can boost the impact of a reminder email and unblock certain situations.

A call after one or two unanswered messages shows that you take the subject seriously. It also helps to identify any misunderstandings or payment difficulties.

Choose a calm, factual tone, open to dialogue. The telephone is no substitute for written reminders, but it is an effective complement to a structured follow-up process.

What is the ideal frequency for your reminders without damaging customer relations?

Effective reminders without damaging customer relations require a balance between responsiveness and patience. Caution is therefore called for, especially as late payment can expose companies to risks of failure.

Here is a suggested rhythm:

• D+3 to D+5 First courteous reminder, often by email, to check that payment has not been forgotten.

• J+10 A second, more direct reminder, by phone or email, to clarify the situation.

• D+15 to D+20 : firm reminder of the consequences of non-payment (suspension of services, penalties, etc.).

• J+30 last formal reminder, often in writing, which may be accompanied by a formal notice .

Between raises, leave 3 to 7 days to give the customer time to react. Maintain a professional tone at every stage, and adapt your communication according to the customer's profile and history.

Unpaid invoice reminder: 5 mistakes to avoid

Certain practices weaken the impact of your reminders or create unnecessary tension. Here are the main mistakes to avoid.

Failure to allow a reasonable period of time before re-launching

Relaunching too early can give an impression of haste or mistrust. Allowing a few days to pass after the due date can often resolve the situation naturally, especially if the customer is acting in good faith.

An initial reminder can be sent between 3 and 7 days after the deadline, depending on your business relationship and the amount involved.

Sending overly aggressive or threatening follow-up emails

An accusatory or overly threatening tone from the very first reminder can deteriorate the commercial relationship and block dialogue. It is important to use firm but respectful communication, gradually increasing in intensity if the situation persists.

A polite reminder will always be better received than a hasty ultimatum.

Forgetting to include key information on the invoice

An unclear or incomplete reminder risks further delaying payment. Always include in the email precise invoice references (number, date, amount), the agreed terms of settlement and the associated link or document if required.

The clearer your message, the easier it is to regularize.

Reminder without proof of initial invoice dispatch

Before sending a reminder, make sure that the invoice has been sent and received. Without this check, you run the risk of sending out unnecessary reminders or misleading the customer.

The ideal is to have shipment traceability (by email or via an invoicing tool) and include a reminder in your message that the document has been sent.

Stop after a single reminder without structured follow-up

A single reminder is often not enough. Without progressive follow-up, the risk of non-payment increases considerably.

You must define a clear process Gentle reminder on D+7, firmer reminder on D+15, then formal notice beyond that. The sequence should be planned in advance for maximum effectiveness.

Need to get paid faster? Discover invoice financing with Hero

Despite careful reminders, payment delays can be a drag on your cash flow. Hero offers you a quick and easy alternative: invoice financing.

You send your invoice, and you receive money within 48 hours without waiting for the deadline.

Hero also helps you to track your receipts and secure your payments, a seamless customer relationship.

No more delays: speed up your collections while retaining control of your commercial relationship.

Reminding a customer of an unpaid invoice email pair requires method, tact and regularity. The right message, sent at the right time, with the right tone, can be enough to break the deadlock without damaging the commercial relationship.

By avoiding classic mistakes and adopting a progressive strategy, you increase your chances of getting paid quickly, while preserving your customers' trust. And if you want to go one step further, solutions like Hero enable you to secure your collections and finance your invoices without delay.