FREE PAYMENT REMINDER TEMPLATES

Payment reminder email templates for UK service businesses

Copy ready-to-use reminder emails for invoices that are due soon, overdue, or marked by the customer as paid but not yet confirmed in your bank account.

Built for UK service businesses that send invoices and get paid by bank transfer, including trades, maintenance, cleaning and small contractors.

Practical templates only. Not legal, tax or accounting advice.

Copy reminder templates Watch how Joqiva handles reminders

Customers pay your bank account directly by bank transfer.

Joqiva helps you track invoice status, payment updates and reminders.

Joqiva does not handle customer invoice payments.

Templates included

1Friendly reminder before the due date

2Polite overdue reminder

3Firmer overdue reminder

4Final reminder

5Customer says they’ve paid

REMINDER SEQUENCE

Choose the right reminder for the situation

Pick a reminder based on the invoice status and how many times you have already followed up.

Before the due date

A gentle reminder before the invoice is due.

Best for: friendly pre-due reminder

Just overdue

A polite reminder shortly after the due date.

Best for: first overdue reminder

Still unpaid

A firmer reminder when the customer has not paid or replied.

Best for: second reminder

Final reminder

A clear final reminder before you decide what to do next.

Best for: final written reminder

Customer says they’ve paid

Use when the customer clicks “I’ve paid” or says payment has been sent, but you cannot see it in your bank account yet.

Best for: checking a payment update

PAYMENT REMINDERS

Ready-to-use reminders for everyday invoices

Use these templates when an invoice is due soon, overdue, or when a customer says they’ve paid but you have not confirmed the money in your bank account.

Overdue invoices

Use clear wording when an invoice has passed its due date.

Bank transfer payments

Remind customers of the amount due, due date and payment reference.

Polite to firmer wording

Start friendly, then use clearer wording if payment is still overdue.

Built for service businesses

Useful for trades, maintenance, cleaning and small contractors.

When a customer says they’ve paid

Use a separate reply while you check whether the payment has arrived in your bank account.

Joqiva keeps invoice status, payment references and reminder history together.

EMAIL TEMPLATES

Copy payment reminder email templates

Copy a template, fill in the invoice details, then adjust the wording to match the customer and situation. Always check the invoice number, amount due, due date and payment reference before sending.

Fields to replace

Fill in these fields before sending the reminder.

{{customer_name}}

Customer name

{{invoice_number}}

Invoice number

{{amount_due}}

Amount due

{{due_date}}

Payment due date

{{payment_reference}}

Payment reference

{{business_name}}

Your business name

{{account_name}}

Account name

{{sort_code}}

Sort code

{{account_number}}

Account number

{{invoice_link}}

Invoice page or PDF link, if used

{{reply_by_date}}

Reply or payment date, if needed

Friendly reminder before the due date

Before due date

When to use

Send this a few days before the invoice is due.

Subject line

Reminder: invoice {{invoice_number}} is due on {{due_date}}

Email body

Hi {{customer_name}},

Just a quick reminder that invoice {{invoice_number}} for {{amount_due}} is due on {{due_date}}.

Please pay by bank transfer using these details: Account name: {{account_name}} Sort code: {{sort_code}} Account number: {{account_number}} Reference: {{payment_reference}} You can view the invoice and payment details here: {{invoice_link}}

If you have already arranged payment, thank you. Please let me know if you need the invoice sent again.

Kind regards, {{business_name}}

Use this before the invoice is overdue, while keeping the tone friendly.

Polite overdue reminder

Just overdue

When to use

Send this shortly after the invoice becomes overdue.

Subject line

Overdue invoice reminder: {{invoice_number}}

Email body

Hi {{customer_name}},

I hope you're well.

I have invoice {{invoice_number}} for {{amount_due}} marked as overdue. It was due on {{due_date}}.

If you have already paid, please send the payment date and reference used so I can check my bank account and update the invoice.

Kind regards, {{business_name}}

Use this as the first overdue reminder. Keep it polite and give the customer an easy way to reply.

Firmer overdue reminder

Still unpaid

When to use

Send this if the invoice is still unpaid after your first reminder.

Subject line

Payment still outstanding: invoice {{invoice_number}}

Email body

Hi {{customer_name}},

I'm following up again on invoice {{invoice_number}} for {{amount_due}}, which was due on {{due_date}}.

I still have this invoice marked as unpaid.

If there is a problem with the invoice, please reply to this email so we can resolve it.

Kind regards, {{business_name}}

Use this when the invoice is still unpaid after your first reminder.

Final reminder

Final follow-up

When to use

Send this when previous reminders have not received a response and you want a clear final written reminder.

Subject line

Final reminder: invoice {{invoice_number}} remains unpaid

Email body

Hi {{customer_name}},

This is a final reminder that invoice {{invoice_number}} for {{amount_due}} remains unpaid. The invoice was due on {{due_date}}.

If payment has already been made, please send the payment date and reference so I can check my bank account and update the invoice.

Please pay or reply by {{reply_by_date}} so we can agree the next step.

Kind regards, {{business_name}}

Use this as a clear final reminder before deciding your next step. This template is practical wording only, not legal advice.

Customer says they’ve paid

When to use

Use this when the customer says they have paid, but you cannot see the payment in your bank account yet.

Subject line

Checking payment for invoice {{invoice_number}}

Email body

Hi {{customer_name}},

Thanks for letting us know about the payment for invoice {{invoice_number}}.

I cannot see the payment in the bank account yet. Please send the payment date, amount and reference used so I can check it against the invoice.

I will update the invoice once the payment has arrived.

Kind regards, {{business_name}}

In Joqiva, “I’ve paid” is only a customer update. The invoice is not marked as paid until you check your bank account and confirm the payment. If the money has not arrived, mark it as not received yet.

HOW TO USE

How to use these reminder templates

Before sending a reminder, check the invoice details, payment status and which tone fits the situation.

Check the invoice details

Confirm the invoice number, amount due and payment due date.

Check your bank account

Make sure the payment has not already arrived before sending another reminder.

Choose the right tone

Start polite, then become firmer only if the invoice is still unpaid.

Include the payment reference

Use a clear reference, such as the invoice number, so the payment is easier to match.

Keep a record

Save what was sent, when it was sent and which invoice it relates to.

Stop once payment is confirmed

Stop reminders after you have checked your bank account and confirmed the payment.

A customer saying “I’ve paid” is not confirmed payment. Check your bank account before marking an invoice as paid.

REMINDER CHECKLIST

What to include in a payment reminder

Before sending a reminder, make sure the customer can recognise the invoice, pay by bank transfer and reply with any questions.

Invoice details

Invoice number
Customer name
Amount due
Payment due date

Payment details and next step

Account name
Sort code
Account number
Payment reference
Invoice page or PDF link, if used
Clear next step: pay, reply, or send the payment date and reference
Contact details for questions

A good reminder makes it easy for the customer to identify the invoice, pay by bank transfer and reply if they have a question.

REMINDER TONE

Start polite, then become firmer if needed

Use a tone that matches the invoice status. Keep the message polite, clear and easy for the customer to act on.

First reminder

Polite

Best for first reminders and good customer relationships.

Assume the customer may have missed the invoice or forgotten the due date.

Second reminder

Firm

Best when payment is overdue and the customer has not responded.

Be direct about the amount due, due date and payment reference.

Final follow-up

Final

Best when previous reminders have not received a response.

Keep the message calm, clear and specific about the unpaid invoice.

HOW JOQIVA HELPS

How Joqiva helps you manage payment reminders

Joqiva helps UK service businesses see overdue invoices, send reminders, track customer payment updates and confirm payments after checking the bank account.

See overdue invoices in one place

Quickly find invoices that are past their due date and need a reminder.

Overdue invoice list
Amount due and due date
Customer and invoice details

Send the right reminder

Send reminders yourself, or use automatic overdue reminders on Pro and Team.

Manual reminders on all paid plans
Automatic overdue reminders on Pro and Team
Polite and firmer wording
Reminder schedules on Pro and Team

Keep reminder history with the job

Keep reminders, invoice activity and customer replies connected in one place.

Reminder history
Job activity history
Email status: sent, delivered, bounced or failed
Clear reminder record

Track payment updates

Customers can click “I’ve paid”. You confirm payment after checking your bank account.

Track customer payment updates
Customer update is not confirmed payment
Confirm payment after checking your bank account
Mark as not received if the bank payment has not arrived

Customers pay your bank account directly by bank transfer. Joqiva helps you track invoice status, payment updates and reminders. See how Joqiva helps manage overdue invoice reminders.

BEST PRACTICES

Keep reminders helpful and payment status accurate.

Keep first reminders polite.

Pause reminders while you check a customer’s “I’ve paid” update.

Check your bank before marking the invoice as paid.

Use a clear payment reference on every invoice and reminder.

FAQ

Payment reminder FAQs

Common questions about overdue invoices, reminder emails, payment updates and how Joqiva helps with reminders.

When should I send a payment reminder?

Send a friendly reminder a few days before the due date, or shortly after an invoice becomes overdue. Use firmer wording only if the invoice is still unpaid and the customer has not replied. If the customer says they’ve paid, check your bank account before sending another reminder.

What should a payment reminder include?

Include the invoice number, amount due, original due date, payment reference, bank details, invoice link or PDF link if used, and a clear next step.

Can Joqiva send automatic reminders?

Yes. Manual reminders are available on all paid plans. Pro and Team can also use automatic overdue reminders and reminder schedules.

Does Joqiva take customer invoice payments?

No. Customers pay your bank account directly by bank transfer. Joqiva helps you show bank details, track payment updates and send reminders.

Is “I’ve paid” the same as paid?

No. “I’ve paid” means the customer says they have paid. You still need to check your bank account before marking the invoice as paid.

Can I add late payment interest?

This depends on the customer, contract and situation. For business-to-business invoices, GOV.UK says statutory interest can be 8% plus the Bank of England base rate, unless your contract sets a different interest rate. If you decide to add interest, GOV.UK says to send a new invoice. Check GOV.UK guidance or speak to a qualified adviser before adding interest.

GOV.UK late commercial payments guidance

ABOUT THIS RESOURCE

Review details and sources

This resource is practical guidance only. It is not legal, tax, accounting or financial advice. For your situation, check current GOV.UK guidance or speak to a qualified adviser.

Review information

How this resource is reviewed

Reviewed by:: Joqiva product team
Last reviewed:: 21 August 2026
Sources used:: GOV.UK late commercial payments guidance
Common UK service business invoice and payment practices

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