A late-invoice email works best when it makes the payment task easy and leaves room for a genuine problem. Lead with the reference, due date and reconciled balance. Then ask a clear question about payment timing rather than assuming the recipient is avoiding you.
A practical workflow
- Check the invoice was delivered to the right contact and that recent payments have been allocated. Confirm the purchase-order reference and agreed terms.
- Send a short reminder with the invoice attached or linked through your usual secure channel. State the outstanding amount and ask whether anything prevents processing.
- Record the response and promised date. If that date passes, follow up with the previous commitment and a concrete next step. Escalate through your business's agreed process.
Worked example
Subject: Payment update for invoice INV-104. 'Hello Alex, our records show INV-104, due 12 May, has an outstanding balance of $800. I have attached the invoice for convenience. Could you confirm the expected payment date, or let me know if your team needs any details to process it? Thank you.' The figures are fictional; replace them with reconciled records.
What to check before sharing
Do not add fees, legal threats or a new payment term that was never agreed. If there is a dispute, acknowledge it and arrange a way to resolve it.
What if the customer says they already paid?
Ask for a payment date or remittance reference through an appropriate channel, reconcile the account, and pause further reminders while checking. Never ask for full bank account details or passwords.