Check these details first
- The invoice reference, original amount, currency, and agreed due date.
- Any partial payment, payment confirmation, or dispute already received. Ask about the remaining balance, not the original amount if part has been paid.
- When you last contacted the client and whether someone else handles payments.
- The response you want: a status update, payment date, or confirmation that the invoice reached the right person.
Use only payment instructions or a link you supplied and checked. Do not add bank details, late fees, or new payment terms that were not agreed.
Example: no payment confirmation yet
Fictional scenario: Alex completed Morgan's website design. Invoice WEB-104 for USD 740 was due September 4. It is now September 8, with no payment confirmation. Alex wants a status update by September 10.
Subject: Payment update for invoice WEB-104
Hi Morgan,
I'm following up on invoice WEB-104 for USD 740 for the website design, which was due September 4. I haven't received payment confirmation yet.
Could you confirm the payment status by September 10? If payment has already been sent, please share the date so I can check my records.
Thanks,
Alex
If the client says payment was sent
Check your records before repeating the original request. A short reply could be:
Thanks for the update, Morgan. Could you confirm the payment date and invoice reference? I'll check them against my records.
Do not say the payment is missing, or that the invoice is settled, until you have checked. Avoid asking the client to send sensitive banking information.
If there is still no reply
Choose a reasonable follow-up date based on your previous contact. In this example, Alex could check the payment record on September 11, then send one concise follow-up referencing WEB-104 and asking for an update.
Keep that plan outside the client-facing email. It is your next action, not a fee, a threat, or a promise of payment recovery.