Follow Up On a Late Invoice (Firmly, Politely)

This prompt writes a late-invoice follow-up that's calibrated to which attempt you're on, escalating from friendly nudge to polite-but-firm to formal final notice, so you don't torch a client relationship on the first email or stay too soft on the third. It enforces the essentials every chasing email needs: specific invoice details, one clear ask, and an easy way to pay, while keeping the tone non-accusatory throughout. Reach for it whenever an invoice slips past due and you want professional pressure without an awkward, off-the-cuff message.

What you can expect back

Subject: Invoice INV-2041 — now 21 days overdue

Hi Harbor Marketing team,

Following up on invoice INV-2041 ($3,200), which was due on May 15, 2026 and is now 21 days past due. I want to make sure this didn't slip through the cracks.

Per our agreed terms, payment was due net-30 from the invoice date, and balances over 14 days late may incur a 1.5% monthly late fee. To keep things simple, you can pay directly here: [payment link]. If there's a delay on your end or a question about the invoice, just reply and we'll sort it out.

I'd appreciate payment or a confirmed date by Friday. Thanks for taking care of this.

Best,
[Your name]

Illustrative example — your results will vary by tool and inputs.

Get sharper results

• 01Paste your actual payment terms (net-30, late-fee percentage) so attempt #2 and #3 cite real consequences rather than generic ones the client could dispute.
• 02Include a payment link or instructions in the brief, because the 'easy way to pay' line is far more effective as a clickable action than 'let me know how you'd like to pay'.
• 03For attempt #3, tell the model exactly which consequences are real (pausing work, late fees, collections) so the final notice is firm but truthful and not an empty threat.
• 04Keep the subject line factual and specific (invoice number plus days overdue), since vague subjects like 'quick question' get buried while a clear one prompts action.
• 05Ask for a short version too; busy accounts-payable contacts respond faster to a three-line email than a paragraph, especially on the friendly first nudge.

Adapt it for your case