Polite Payment Reminder Templates: Emails & SMS

Why Tone Matters More Than You Think

A payment reminder is a test of your business relationship. Send it too harshly too early, and you damage a good client over what might be a simple oversight. Send it too softly too late, and you train clients that your due dates are suggestions rather than commitments.

The templates below are calibrated for four escalation levels. Each one is designed to:

• Get read (short, clear subject lines)
• Get action (specific call to action with a deadline)
• Preserve the relationship at the appropriate level

Use them as-is or adapt them to your brand voice. If you use Terminovo, you can load them directly into your reminder sequences so they send automatically.

Before You Send: What Every Reminder Needs

Regardless of the level, every payment reminder should include:

• Invoice number: always include it. Makes it easy for their accounts payable team to find it.
• Amount due: specific, including currency.
• Original due date: reminds them they are late, factually.
• Your bank account number: remove all friction for payment.
• A specific new deadline: "please pay soon" is not a deadline.

Level 1: Friendly Reminder (Day 1–3 After Due Date)

Assumption: This is probably an oversight. Keep it warm and easy.

Email Template: Level 1

Subject: Invoice [number]: just a quick reminder

Hi [First Name],

I hope you're doing well. I wanted to drop a quick note about invoice [number] for [amount] PLN, which was due on [due date].

If the payment has already been sent, please ignore this message. Thank you! If not, the details are below:

• Invoice: [number]
• Amount: [amount] PLN
• Bank account: [IBAN/account number]

Could you confirm payment by [specific date, e.g. Friday 3 April]?

Thanks so much - let me know if you have any questions.

Best regards,
[Your name]
[Company name]

SMS Template: Level 1

Keep SMS under 160 characters where possible.

Hi [Name], friendly reminder: Invoice [number] for [amount] PLN was due [date]. Payment details: [short link or account number]. Thank you! - [Company]

Level 2: Firm Reminder (Day 7–10 After Due Date)

Assumption: The first reminder was missed or ignored. Still polite, but clearer about expectations.

Email Template: Level 2

Subject: Second reminder: Invoice [number] overdue

Dear [First Name],

I'm following up on my previous message regarding invoice [number] for [amount] PLN, originally due on [due date].

We have not yet received payment. Could you please arrange the transfer by [date]? If there is a problem with the invoice or a reason for the delay, please let me know so we can find a solution together.

Payment details:

• Amount: [amount] PLN
• Bank account: [IBAN/account number]
• Reference: Invoice [number]

Thank you for your prompt attention to this.

Kind regards,
[Your name]
[Company name]

SMS Template: Level 2

[Name], this is a second reminder for Invoice [number], [amount] PLN, now [X] days overdue. Please pay by [date]. Questions? Call [number]. - [Company]

Level 3: Formal Written Demand (Day 14–21 After Due Date)

Assumption: The client is not responding. This is now a formal document. Tone shifts to professional and firm.

Email Template: Level 3

Subject: Formal payment demand: Invoice [number] for [amount] PLN

Dear [Title] [Last Name],

This is a formal demand for payment of invoice [number], issued on [issue date] for the amount of [amount] PLN, due on [due date].

As of today, [today's date], this invoice remains unpaid. The total amount now due, including accrued statutory interest calculated pursuant to the Act on Counteracting Excessive Delays in Commercial Transactions, is [total amount including interest] PLN. Calculate the exact interest amount using the interest calculator.

We require payment in full by [deadline: 7 days] to the following account:

• Account holder: [Company name]
• IBAN: [account number]
• Reference: [Invoice number]

Failure to pay by the deadline may result in us initiating legal proceedings to recover the debt, including associated costs and court fees. We strongly prefer to resolve this amicably and hope that is your preference as well.

Please confirm receipt of this message.

Yours sincerely,
[Your name]
[Title, Company name]

Note: Send this by email AND registered post (Polish: list polecony za potwierdzeniem odbioru). The physical letter creates a delivery record admissible in court.

SMS Template: Level 3

FORMAL NOTICE: Invoice [number], [amount] PLN remains unpaid [X] days after due date. Payment required by [date] or legal action may follow. [Company]

Level 4: Pre-Legal Final Notice (Day 25–35 After Due Date)

Assumption: All previous steps have failed. This is the last step before court or a collection agency.

Email Template: Level 4

Subject: FINAL NOTICE before legal proceedings: Invoice [number]

Dear [Title] [Last Name],

Despite our previous reminders dated [dates], invoice [number] for [amount] PLN remains unpaid.

The total amount now outstanding, including statutory interest and the fixed compensation provided for under Article 10 of the Act on Counteracting Excessive Delays in Commercial Transactions, is:

• Principal: [amount] PLN
• Statutory interest (from [date] to [today]): [interest amount] PLN
• Fixed compensation: [40/70/100] EUR ([PLN equivalent])
• Total: [total] PLN

This is our final notice. If we do not receive full payment by [date: 5 business days], we will commence legal proceedings under the Polish Code of Civil Procedure, including an application to the online payment order court (elektroniczne postępowanie upominawcze). All associated court costs and legal fees will be added to the claim.

Payment to:
Account holder: [Company name]
IBAN: [account number]
Reference: Invoice [number]

This letter was also sent by registered post.

Yours sincerely,
[Your name]
[Title, Company name]

SMS Template: Level 4

FINAL NOTICE: [Company] will initiate court proceedings for Invoice [number], [total amount] PLN if payment is not received by [date]. Avoid this - pay now.

Timing Guidelines

Level	When to Send	Channel	Tone
Level 1: Friendly	Day 1–3 after due date	Email + SMS	Warm, conversational
Level 2: Firm	Day 7–10 after due date	Email + SMS	Professional, clear
Level 3: Formal demand	Day 14–21 after due date	Email + registered post	Formal, factual
Level 4: Pre-legal	Day 25–35 after due date	Email + registered post	Firm, legal tone

General Tone Principles

• Use the client's name. "Dear Client" is impersonal and easy to ignore.
• Be specific about amounts and dates. Vague reminders get vague results.
• One clear action per message. "Pay by [date]", not multiple options or lengthy explanations.
• Keep SMS under 160 characters. Some clients will receive it split across two messages otherwise, which looks unprofessional.
• Never threaten what you won't do. If you say you'll escalate, be prepared to follow through.
• Avoid emotional language. "I'm very disappointed" has no place in a business reminder. Keep it factual.

Automating Your Reminder Sequence

Manually tracking who needs a level 1, 2, 3, or 4 reminder across dozens of invoices is time-consuming and error-prone. Most businesses either send reminders too late (reducing recovery rates) or forget entirely on smaller invoices.

Terminovo's reminder sequence generator lets you set up these four levels once and run them automatically for every invoice. You choose the timing and tone; the system handles delivery and escalation. When a payment comes in, reminders stop. You get notified of any client responses.

The result: consistent, professional follow-up on every invoice, without the manual overhead or the awkward phone calls.

Not every client needs the same approach. A long-term partner two days late requires a very different tone than a new client with no payment history. To match your reminder sequence to the specific situation, see our payment reminder scenarios and escalation templates, which cover five different client profiles with ready-to-use templates for each stage.

Let Terminovo Send These Reminders Automatically

Load your reminder sequences once and Terminovo handles delivery, timing, and escalation for every invoice — so you never have to write or schedule a reminder again. See pricing or learn how it works.