Most clients do not pay late on purpose, they simply forget. So the first contact should be friendly, and each next one a little firmer. Here is when to send which reminder, with example texts you can use straight away.
In short
- Send a friendly reminder a few days before the due date, not after.
- The first reminder goes 1 to 3 days after the due date, politely.
- The second after 7 to 10 days, with a clear new deadline.
- The final reminder states the next steps, calmly and without threats.
Reminder before the due date
The easiest way to stop an invoice running late is a reminder 2 to 3 days before it is due. It does not sound like a demand, it sounds like a service.
Hello, just a quick reminder that invoice no. 2026-0152 for €1,250.00 is due on 15 November. You can view and pay it at the link below. Thank you and best regards.
First reminder: 1 to 3 days after the due date
Still friendly. Assume the client forgot.
Hello, according to our records invoice no. 2026-0152 for €1,250.00, due on 15 November, has not been paid yet. If you have already paid, please ignore this message. Otherwise we kindly ask you to pay within the next 5 days. Thank you.
Second reminder: 7 to 10 days after the due date
Now be more specific: a new deadline and a clear request for a reply.
Hello, invoice no. 2026-0152 for €1,250.00 is 10 days overdue. Please make the payment by 30 November at the latest, or let us know if there is a problem with the invoice so we can sort it out together.
Final reminder
Calm, no threats, but clear about what comes next.
Hello, despite our earlier reminders invoice no. 2026-0152 for €1,250.00 remains unpaid. Please pay within 8 days. If we have not received payment by then, we will have to start debt recovery.
Which steps you can take after a final reminder depends on the law in your country. Keep what you announce realistic.
Tips that speed up payment
- Put a link to the invoice and a card payment option in every message.
- Send it where the client actually reads: WhatsApp or Viber, not only email.
- Always state the invoice number, amount and due date.
- Do not send reminders by hand when you remember, send them on a schedule.
Let reminders go out on their own
In AdBooks a friendly reminder and three reminders go out automatically on the schedule you set. As soon as the client pays, sending stops, and you do not have to track who is late.
Frequently asked questions
When should I send the first reminder?
One to three days after the due date, in a friendly tone, assuming the client forgot.
How many reminders should I send?
Usually a friendly reminder before the due date and three reminders: the first right after the due date, the second after 7 to 10 days and a final one with a clear deadline and next steps.
Can reminders be sent automatically?
Yes. In AdBooks the friendly reminder and the reminders go out on a schedule and stop as soon as the client pays.