Payment reminder email templates that get invoices paid (Australia)

Updated 3 August 2026 · By the Badger team

Three emails collect most invoices: a friendly nudge, a firm follow-up, and a final notice. Copy these, swap in your details, and send them on schedule — or let Badger send them for you. Wording is written for Australian small businesses: courteous, direct, no legalese until it's needed.

Before you send anything

• Re-attach the invoice to every reminder. "Can you resend it?" is the #1 stalling move — remove it.
• Include the exact amount, invoice number, due date and your payment details in every message.
• Check the invoice is still unpaid immediately before sending. Chasing a paid invoice costs real goodwill.

Template 1 — the friendly nudge (3–5 days overdue)

Subject: Invoice #{{invoice number}} — just checking it reached you

Hi {{first name}},

Hope things are going well. Just a quick note that invoice #{{invoice number}}
for {{amount}} was due on {{due date}} and doesn't seem to have come
through yet — I've attached a copy in case it slipped through the cracks.

If it's already on its way, please ignore this. If anything about the
invoice needs sorting, just reply and I'll fix it.

Thanks,
{{your name}}
{{business name}}

Template 2 — the firm follow-up (10–14 days overdue)

Subject: Invoice #{{invoice number}} now {{days}} days overdue

Hi {{first name}},

Following up on invoice #{{invoice number}} for {{amount}}, which is now
{{days}} days past its due date of {{due date}}. I've attached it again
for reference.

Could you let me know when payment will be made? If there's an issue
holding it up — or if it would help to split it into a couple of
payments — tell me and we'll work something out.

Bank details for payment:
{{BSB / account / reference}}

Thanks,
{{your name}}
{{business name}}

Template 3 — the final notice (30+ days overdue)

Subject: FINAL NOTICE — invoice #{{invoice number}} ({{amount}})

Dear {{first name}},

Despite previous reminders, invoice #{{invoice number}} for {{amount}},
due {{due date}}, remains unpaid.

Please arrange payment within 7 days, by {{deadline date}}. If payment
is not received by then, we may suspend further work and refer the
debt for collection, which can add costs and may affect your credit
record. If our payment terms provide for late payment interest, it
will be applied from the original due date.

If you believe this invoice has been paid, or there is a genuine
dispute, contact me immediately so we can resolve it.

{{your name}}
{{business name}} · {{phone}}

Timing and tone notes

• Send reminders on business mornings — Tuesday to Thursday, 9–11am gets the best response.
• Escalate one step at a time, and space steps at least 5 business days apart. The full sequence logic is in our guide to chasing overdue invoices.
• Only threaten what you'll actually do. An empty final notice teaches customers your deadlines are decorative — see what you can genuinely charge before you promise interest.
• The final notice should come from a person, reviewed by a person — never fully automated.