Invoice reminder: effective email examples to get paid quickly

Why invoice reminders are crucial for your cash flow

Payment delays represent one of the main cash flow challenges for Swiss SMEs and freelancers. According to statistics, the average payment period often exceeds the agreed 30 days, creating a gap that can jeopardise your ability to pay your own expenses.

A quick and professional invoice reminder makes all the difference. The longer you wait, the greater the risk of non-payment and the more the client relationship deteriorates. Conversely, a well-worded reminder demonstrates your professionalism whilst preserving the quality of your business exchanges.

Chasing doesn't mean harassing. It's simply a polite reminder of a contractual obligation. Most delays result from a simple oversight or administrative error, not ill will. A structured approach allows you to recover your payments whilst maintaining a healthy professional relationship.

For more complex cases, consult our comprehensive guide on dispute management and debt recovery.

The 3 reminder levels: adapting your tone to the situation

An effective reminder strategy relies on a progressive approach. You must adapt your tone and message according to the degree of payment delay.

1. Preventive reminder (optional): 2-3 days before the due date. Courteous and informative tone, simple friendly reminder.

2. Friendly reminder: 5-7 days after the due date. Cordial but factual tone, giving the benefit of the doubt.

3. Firm reminder: 15-20 days after the due date. More direct tone with mention of possible consequences.

4. Formal demand: 30-45 days after the due date. Formal tone with announcement of legal action if necessary.

This progressive system allows you to maintain a professional relationship whilst gradually increasing the pressure. The key: never skip a step and respect consistent intervals between each reminder. For situations requiring firmer action, our article on debt collection and recovery will guide you.

Preventive reminder: the friendly reminder before due date (optional)

The preventive reminder is often overlooked, yet it proves very effective. Sent 2-3 days before the due date, this reminder email helps avoid delays before they occur.

Example of preventive email:

Subject: Friendly reminder – Invoice no. 2024-045 due on 15 March

Hello [First name],

I'd like to remind you that invoice no. 2024-045 for the amount of 1,850 CHF is due on 15 March.

You'll find the invoice attached with the payment details. Please don't hesitate to contact me if you have any questions.

Thank you in advance and have a great day,
[Your name]

This type of message demonstrates your professionalism and helps your client's administrative organisation. Most appreciate this reminder which helps them avoid an oversight.

First reminder: the cordial reminder after due date

The first reminder occurs 5-7 days after the due date. At this stage, adopt a cordial tone and give the benefit of the doubt. It's probably a simple oversight.

Example of first reminder:

Subject: Invoice reminder no. 2024-045 – Due date passed

Hello [First name],

Invoice no. 2024-045 for the amount of 1,850 CHF was due on 15 March. To date, we have not yet received your payment.

This is probably an oversight on your part. Could you please proceed with payment in the coming days? You'll find the invoice attached.

If payment has already been made, please disregard this message.

Kind regards,
[Your name]

This approach remains respectful whilst clearly reminding of the payment obligation. The timing of sending your invoices also influences your payment periods, as explained in our article on the right timing to get paid faster.

Second reminder: the insistent reminder

If no payment has been received 15-20 days after the due date, move to a second reminder with a firmer but still professional tone. Mention possible consequences.

Example of second reminder:

Subject: 2nd URGENT reminder – Invoice no. 2024-045 unpaid

Hello [First name],

Despite our reminder of [date], invoice no. 2024-045 for the amount of 1,850 CHF remains unpaid. The due date was set for 15 March, which is now 18 days ago.

We ask you to regularise this situation within 5 working days. After this period, we will be obliged to apply late payment interest in accordance with our general terms and conditions.

If you are experiencing payment difficulties, please contact me quickly to find a solution (payment plan possible).

Kind regards,
[Your name]
[Telephone]

This message shows your determination whilst offering a way out through constructive dialogue.

Third reminder: the formal demand before legal action

After 30-45 days of delay without response, a formal demand becomes necessary. This unpaid invoice message adopts a formal tone and clearly announces the legal action being considered.

Example of formal demand:

Subject: FORMAL DEMAND – Invoice no. 2024-045 – Final warning

Dear Sir/Madam,

Despite our reminders of [dates], invoice no. 2024-045 for the amount of 1,850 CHF remains unpaid 42 days after its due date.

We hereby formally demand that you proceed with full payment within 10 days, by [date]. To this amount is now added late payment interest of [amount] CHF.

After this period without payment or contact, we will initiate debt collection proceedings without further notice in accordance with Swiss law.

Yours faithfully,
[Your name]
[Full contact details]

This step precedes the legal procedures described in our guide on dispute management.

The essential elements of an effective reminder email

An effective reminder email template must contain certain mandatory information to avoid confusion and facilitate payment.

Essential information:

• Clear subject line: Mention "Reminder", the invoice number and status (due date passed, 2nd reminder, etc.)

• Invoice number: Precise reference for easy identification

• Exact amount: State the amount in CHF, including VAT

• Due date: Remind of the original date and propose a new deadline if relevant

• Payment details: IBAN, payment reference or QR code

• Invoice attached: Always attach the PDF to avoid excuses

Examples of effective subject lines:

• "Invoice reminder no. 2024-045 – Due date 15.03.2024"

• "2nd reminder: Invoice no. 2024-045 unpaid"

• "URGENT: Payment of invoice no. 2024-045 expected"

These elements guarantee the clarity of your communication and reduce the risk of errors.

Best practices for chasing without damaging the client relationship

Chasing a client for an unpaid invoice requires tact. Your objective: recover your money without compromising the future business relationship.

Remain professional in all circumstances. Even if the delay frustrates you, avoid any aggressive or accusatory tone. Courtesy remains your best ally.

Personalise each message. Generic and impersonal reminders are less effective. Use the client's first name and mention specific project elements if possible.

Propose solutions. If a client is experiencing temporary financial difficulties, a payment plan can solve the problem whilst preserving the relationship.

Favour written communication. Emails constitute essential documented evidence in case of subsequent dispute.

Optimal timing: Send your reminders mid-week (Tuesday-Thursday) and mid-morning (9am-11am) to maximise the open rate.

To avoid other problems, consult our article on common invoicing mistakes.

Mistakes to absolutely avoid in your reminders

Certain mistakes can compromise the effectiveness of your client reminder or even place you in a position of legal weakness.

Waiting too long. The longer you delay chasing, the greater the risk of non-payment. Start from 5-7 days after the due date.

Adopting an aggressive tone from the first reminder. You risk needlessly antagonising a client who had simply forgotten. Progressiveness is essential.

Sending too many reminders too close together. Sending three emails in one week resembles harassment. Respect reasonable intervals (5-7 days, then 10-15 days).

Neglecting documentation. Without written evidence of your reminders, you'll struggle to prove your good faith in case of dispute.

Forgetting payment details. Make your client's life easier by systematically reminding them of the IBAN or attaching the QR code.

Sending reminders with errors. Always check the amount, invoice number and recipient's name. An error discredits your approach.

Automate your reminders to save time and improve efficiency

Managing invoice reminders manually requires considerable time, especially when you're juggling multiple clients and projects simultaneously.

The advantages of automation:

• Time saving: No need to manually track each due date

• Consistency: No reminder is forgotten, deadlines are respected

• Professionalism: Consistent messages sent at the right time

• Measurable efficiency: Statistics showing an average 40% reduction in payment periods

BePaid allows you to configure automatic reminders whilst maintaining a personalised tone. Define your rules (deadlines, reminder levels) and the system takes care of the rest. You receive a notification with each sending and keep total control.

Automation integrates naturally into your overall project tracking and invoicing process, allowing you to focus on your core business rather than administrative management.

Chasing an unpaid invoice is not a pleasant task, but it remains essential for maintaining healthy cash flow. The key lies in a progressive approach: start with a friendly reminder, then gradually increase firmness if necessary, up to the formal demand.

The templates presented in this article allow you to adapt your tone to each situation whilst preserving your client relationships. Don't forget the essential elements: clear invoice reference, precise amount, new payment deadline and contact details. Politeness and clarity remain your best allies, even in the firmest reminders.

To save time and avoid oversights, automate your reminders with BePaid. Our platform automatically sends reminders to your clients according to your settings, allowing you to focus on your business whilst we look after your cash flow. Try it free with our version limited to 10 invoices.