Most unpaid invoices aren't disputes. They're forgotten. These templates are ready to copy. Replace the bracketed text, keep them short, and always make it easy to pay.

Rules for every reminder

  • One invoice per email (or a clear list if there are several)
  • Invoice number, amount, due date in the first two lines
  • A way to pay right there: payment link and bank details
  • A question that needs an answer: "Can you confirm the payment date?"
  • Send to accounts payable, copying your project contact

1. Three days before the due date

Subject: Invoice [INV-0042] due [Friday 2 Nov]

Hi [Name],

A quick heads-up that invoice [INV-0042] for [₦1,281,250] is due on [Friday, 2 November].

You can pay online here: [link], or by transfer to [Bank, account number, account name], using [INV-0042] as the reference.

Thank you, [Your name]

2. On the due date

Subject: Invoice [INV-0042] is due today

Hi [Name],

Invoice [INV-0042] for [₦1,281,250] is due today. I've attached it again for convenience.

Pay online: [link] · Bank: [details]

If it's already in your payment run, please ignore this. Thank you!

3. Seven days late

Subject: Invoice [INV-0042]: 7 days overdue

Hi [Name],

Invoice [INV-0042] for [₦1,281,250] was due on [2 November] and is now 7 days overdue.

Could you confirm when it's scheduled for payment? If anything is missing for your process (a PO number, a document, a vendor form), tell me and I'll send it today.

4. Fourteen days late (to your senior contact)

Subject: Overdue invoice [INV-0042] for [Client company]

Hi [Senior contact],

I wanted to flag that invoice [INV-0042] for [₦1,281,250], for [project/retainer], is now 14 days overdue. Our accounts contact hasn't been able to confirm a payment date.

Could you help us get it into this week's payment run? Happy to jump on a quick call if that's easier.

5. Thirty days late (formal)

Subject: Payment required: invoice [INV-0042], 30 days overdue

Dear [Senior contact],

Invoice [INV-0042] for [₦1,281,250] is now 30 days overdue. Under clause [X] of our agreement dated [date], invoices are payable within [30] days.

Please arrange payment by [date, about 7 days from now]. If payment isn't received by then, we'll need to pause work on [project] until the account is up to date.

We value working with [Client] and would like to resolve this quickly.

6. Final notice

Subject: Final notice: invoice [INV-0042]

Dear [Name],

Despite our previous reminders, invoice [INV-0042] for [₦1,281,250] remains unpaid, [45] days after its due date. Work on [project] has been paused as notified on [date].

Unless payment is received by [date], we will take further steps to recover the amount, which may include formal legal action, without further notice.

Only send this if you're prepared to follow through. A lawyer's letter at this stage often works.

WhatsApp version (short and polite)

Good morning [Name], a quick reminder that invoice [INV-0042] for [₦1,281,250] was due on [2 Nov]. You can pay here: [link]. Please let me know when it's scheduled. Thank you!

Subject lines that get opened

  • "Invoice [number] due [date]" (clear beats clever)
  • "Quick question about invoice [number]"
  • "[Client]: overdue invoice [number]"

Automate the first three

The first reminders are the ones people forget to send. BizBooks sends them automatically, the day before the due date and 3 and 7 days late, each with a "Pay now" link through your own Paystack or Flutterwave and your bank details. They stop the moment the invoice is paid. See invoicing. For the full strategy, read how to get clients to pay on time.

Frequently asked questions

How do I politely ask for payment?

Be brief and specific: invoice number, amount, due date, a way to pay, and a request to confirm the payment date. Offer to send anything missing.

When should I send a payment reminder?

A few days before the due date, on the due date, then at 7, 14 and 30 days late, escalating in tone and seniority.

Can I send payment reminders on WhatsApp?

Yes, many Nigerian businesses do. Keep it short and polite, and include the invoice number, amount and a payment link.

What should a final notice include?

The invoice details, the history of reminders, the contract clause, a clear final payment date, and the specific next step you'll take.