Why Payment Reminders Work Better With a Pay Now Link
Most payment reminder emails ask the customer to pay. Very few make it easy.
A typical reminder says "Please pay invoice #1234 by bank transfer to sort code XX-XX-XX, account XXXXXXXX, reference INV-1234." That's five pieces of information the customer has to copy into their banking app. Every step is a reason to do it later.
Now compare: "Pay invoice #1234 now: [link]." One click. Card, bank transfer, Apple Pay — whatever they prefer. Done in 60 seconds.
Businesses that include payment links in their invoices report 30-50% reductions in Days Sales Outstanding. The reminder email is where this has the biggest impact — because you're reaching someone who already intended to pay but hasn't got around to it. Remove the friction, and they pay immediately.
Every template below includes a payment link placeholder. Replace `[PAYMENT LINK]` with your actual link URL.
Before the Due Date: Friendly Reminder
Send this 3-5 days before the invoice is due. It's not a chase — it's a courtesy.
Template 1: Pre-Due Date Reminder
Subject: Invoice #[NUMBER] — due on [DATE] Hi [NAME], Just a quick reminder that invoice #[NUMBER] for [AMOUNT] is due on [DATE]. You can pay securely online here: [PAYMENT LINK] If you've already arranged payment, please ignore this email. Let me know if you have any questions. Thanks, [YOUR NAME] [COMPANY]
Why it works: No pressure. The payment link removes the "I'll do it when I have the bank details in front of me" barrier.
On the Due Date
Template 2: Due Today
Subject: Invoice #[NUMBER] — payment due today Hi [NAME], Invoice #[NUMBER] for [AMOUNT] is due today ([DATE]). Pay now: [PAYMENT LINK] Payment can be made by card, bank transfer, or Apple Pay. If you have any queries about this invoice, please reply to this email. Best regards, [YOUR NAME] [COMPANY]
Why it works: Direct, not aggressive. States the fact (due today) and provides the easiest possible route to pay.
7 Days Overdue: First Follow-Up
This is the most important email in the sequence. Most overdue invoices get paid in response to the first follow-up — if it's easy enough.
Template 3: Friendly First Chase
Subject: Friendly reminder — invoice #[NUMBER] is overdue Hi [NAME], I hope you're well. I wanted to flag that invoice #[NUMBER] for [AMOUNT] was due on [DATE] and is now 7 days overdue. I appreciate things get busy. You can pay online in under a minute here: [PAYMENT LINK] If there's an issue with the invoice or you'd like to discuss payment, just reply to this email and we'll sort it out. Thanks, [YOUR NAME] [COMPANY]
Why it works: Assumes good intent. Offers the payment link as a convenience, not a demand. Opens the door for the customer to raise issues.
Template 4: First Chase (More Formal)
Subject: Payment overdue — invoice #[NUMBER] ([AMOUNT]) Dear [NAME], Our records show that invoice #[NUMBER] for [AMOUNT], dated [INVOICE DATE], remains unpaid. The payment was due on [DUE DATE]. To make payment, please use the secure link below: [PAYMENT LINK] If payment has already been made, please disregard this email and accept our apologies for the cross-communication. If there are any queries regarding this invoice, please contact us at [EMAIL/PHONE]. Kind regards, [YOUR NAME] [COMPANY]
Why it works: Professional tone for B2B relationships where formality matters. Good for professional services — law firms, accountancies, consultancies.
14 Days Overdue: Second Follow-Up
The tone shifts from friendly to firm. You're now explicitly asking for payment.
Template 5: Firm But Fair
Subject: Second reminder — invoice #[NUMBER] is 14 days overdue Hi [NAME], This is a second reminder regarding invoice #[NUMBER] for [AMOUNT], which was due on [DUE DATE]. We haven't received payment or heard back from you. Please arrange payment at your earliest convenience: [PAYMENT LINK] If there's a reason payment is delayed, I'd appreciate a quick reply so we can work something out. Thank you, [YOUR NAME] [COMPANY]
Why it works: Acknowledges this is the second contact. Asks for communication if there's a problem — this catches genuine disputes before they escalate.
At this stage, consider switching channel. If two emails haven't worked, send the payment link by SMS. Text messages have a 98% open rate versus ~20% for email. See our guide on multi-channel payment collection.
30 Days Overdue: Escalation
Template 6: Final Friendly Notice
Subject: Urgent: invoice #[NUMBER] — 30 days overdue Dear [NAME], Despite previous reminders, invoice #[NUMBER] for [AMOUNT] (due [DUE DATE]) remains outstanding. This invoice is now 30 days overdue. Please make payment immediately using the link below: [PAYMENT LINK] If we do not receive payment or a response within 7 days, we will need to escalate this matter further. We would prefer to resolve this directly. Please contact me at [EMAIL] or [PHONE] if you wish to discuss a payment arrangement. Regards, [YOUR NAME] [COMPANY]
Why it works: Clear consequences without being threatening. Offers a way out (payment arrangement). The payment link is still there — even at 30 days, making it easy to pay converts a surprising number of overdue invoices.
Template 7: Formal Escalation Warning
Subject: Overdue account — invoice #[NUMBER] requires immediate attention Dear [NAME], We have contacted you on [NUMBER OF TIMES] occasions regarding the outstanding balance of [AMOUNT] on invoice #[NUMBER], dated [INVOICE DATE]. Payment was due on [DUE DATE]. Under the Late Payment of Commercial Debts (Interest) Act 1998, we are entitled to charge statutory interest of 8% above the Bank of England base rate on overdue commercial debts, plus a fixed compensation of [£40/£70/£100 depending on debt size]. We have not yet applied these charges and would prefer to resolve this amicably. Please arrange payment within 7 days: [PAYMENT LINK] If payment is not received by [DATE + 7 DAYS], we will begin formal recovery proceedings. Yours sincerely, [YOUR NAME] [COMPANY]
Why it works: References specific UK legislation. The statutory interest mention is a genuine right under UK law — not a threat, a fact. Many customers pay immediately once they realise interest can be legally applied. For more on this, see our guide on collecting overdue payments in the UK.
Note on statutory compensation: Under the Act, you can claim £40 (debts up to £999.99), £70 (£1,000-£9,999.99), or £100 (£10,000+) as fixed compensation, plus 8% + BoE base rate as interest.
60+ Days Overdue: Pre-Legal
Template 8: Letter Before Action
Subject: FINAL NOTICE — Invoice #[NUMBER] Dear [NAME], Despite repeated attempts to contact you, invoice #[NUMBER] for [AMOUNT] remains unpaid. This balance has been outstanding since [DUE DATE] — now [NUMBER] days overdue. This is a formal notice that if payment is not received within 14 days of this letter, we will instruct our solicitors to commence recovery proceedings. Any legal costs incurred will be added to the outstanding balance. To avoid further action, please make payment now: [PAYMENT LINK] Alternatively, if you wish to propose a payment plan, contact [NAME] at [EMAIL/PHONE] within 7 days. This is not a step we take lightly, and we remain open to resolving this matter without legal involvement. Yours faithfully, [YOUR NAME] [COMPANY]
Why it works: A Letter Before Action (LBA) is a recognised pre-legal step in the UK. It demonstrates you've made reasonable efforts to collect before pursuing legal remedies. Even at this stage, including a payment link converts a significant percentage — the formality of the letter motivates action, and the link makes it instant.
Sequence Summary: The Complete Dunning Timeline
Day | Channel | Template | Tone |
|---|---|---|---|
-5 | Pre-due date reminder (#1) | Courtesy | |
0 | Due today (#2) | Neutral | |
7 | First chase (#3 or #4) | Friendly | |
14 | Email + SMS | Second reminder (#5) | Firm |
21 | SMS/WhatsApp | Resend payment link | Direct |
30 | Escalation warning (#6 or #7) | Formal | |
45 | Post + email | Dunning letter with QR code | Legal-adjacent |
60+ | Letter before action (#8) | Pre-legal |
At every stage, the payment link stays the same. One link, every channel, every reminder. See our guide to multi-channel payment collection for channel-specific best practices.
Tips for Better Payment Reminder Emails
Put the payment link above the fold. Don't bury it at the bottom. The first thing the reader should see is a way to pay.
Include the amount and invoice number in the subject line. This helps the customer identify the invoice without opening the email.
Send from a person, not a no-reply address. Emails from "Sarah at [Company]" get opened more than emails from "accounts@company.com."
Keep it short. Every extra sentence is a reason to stop reading. State what's owed, when it was due, and how to pay. That's it.
Offer multiple payment methods. If your payment link supports cards, bank transfer, Apple Pay, and Open Banking, mention that in the email.
Escalate channels, not just tone. If email isn't working, switch to SMS or WhatsApp before escalating to formal letters. A text message with a payment link at Day 14 often works better than a stern email at Day 30.
Common Questions
How many reminders should I send before escalating?
Three to four email reminders over 30 days is standard UK practice. After that, switch to formal letters and consider involving a debt recovery service. The key is to have a consistent, documented process — this matters if you ever need to pursue legal recovery.
Should I charge late payment interest?
In the UK, you have a legal right to charge 8% + BoE base rate on overdue B2B invoices under the Late Payment of Commercial Debts (Interest) Act 1998. Whether you should depends on the relationship — many businesses mention the right in their terms but only apply it to persistent late payers.
Can I automate these reminders?
Yes. Most accounting software supports basic email reminders. For multi-channel automation (email → SMS → WhatsApp), you'll need a payment link provider that supports all channels.
What if the customer disputes the invoice?
If a customer replies to a reminder with a dispute, pause the dunning sequence for that invoice. Resolve the dispute first, then restart the sequence. Template #3 and #5 both invite the customer to raise issues — this is intentional.
Get Paid Faster
Templates are a starting point. The real difference is the payment link — it turns every reminder from "please pay" into "pay now in one click."
Shuttle Payment Links work with 40+ gateways, support white-label branding, and deliver via email, SMS, WhatsApp, and QR code. See how it works.