Assume positive intent
Most late payments are not personal. Opening with a neutral tone keeps the relationship intact and avoids unnecessary tension.
Use phrases like "Just a quick reminder" and "In case it slipped through" to keep the note calm.
Be specific about what you need
State the invoice number, total, and due date. Clarity prevents confusion and removes the need for follow-up questions.
End with a single action: pay now or reply if there is an issue. Too many options slow things down.
Close the loop with appreciation
When the invoice is paid, send a quick thank-you. It shows respect for the relationship and sets the tone for the next project.
Small moments of gratitude are remembered far longer than the follow-up sequence itself.