How to Write an Invoice Email (With Templates)

A clear invoice email helps you get paid faster. Here's what to include, plus three copy-paste templates you can use today: sending the invoice, a friendly reminder, and an overdue follow-up.

Written by InvoiceSonic Editorial Team · Updated 5 June 2026

What to include in an invoice email

  • A clear subject line with your business name and the invoice number
  • A short, friendly greeting and one line on what the invoice is for
  • The invoice total, due date, and payment methods
  • The invoice attached as a PDF
  • A polite closing and your contact details

Tips to get paid faster

  • Send the invoice promptly — the sooner it lands, the sooner it's paid.
  • Keep it short; busy clients skim. Put the amount and due date up top.
  • Always attach a PDF (not just a link) so it's easy to forward to accounts payable.
  • Set a clear due date (e.g. "Net 14") rather than "on receipt".
  • Follow up politely once it's overdue — most late payments are simply forgotten.

Copy-paste email templates

1. Sending the invoice

Subject: Invoice {INV-001} from {Your Business}

Hi {Client name},

Thanks for your business. Please find attached invoice {INV-001} for {brief description}, totalling {$amount}.

Payment is due by {due date}. You can pay via {payment method/details}.

Any questions, just reply to this email — happy to help.

Kind regards,
{Your name}
{Your business} · ABN {your ABN}

2. Friendly payment reminder

Subject: Reminder: invoice {INV-001} due {due date}

Hi {Client name},

Just a friendly reminder that invoice {INV-001} for {$amount} is due on {due date}. I've attached another copy for convenience.

If you've already arranged payment, please ignore this — and thank you!

Kind regards,
{Your name}

3. Overdue follow-up

Subject: Overdue: invoice {INV-001} ({$amount})

Hi {Client name},

I wanted to follow up on invoice {INV-001} for {$amount}, which was due on {due date} and is now overdue. I've attached the invoice again.

Could you let me know when I can expect payment? If there's an issue with the invoice, I'm happy to sort it out.

Thanks for your help,
{Your name}
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FAQ

What should the subject line of an invoice email be?

Keep it specific: include your business name and the invoice number, e.g. "Invoice INV-001 from Acme Plumbing". Specific subject lines are easier to find and less likely to be missed.

Should I attach the invoice as a PDF or paste it in the email?

Attach a PDF. It's professional, keeps formatting intact, and is easy for your client to forward to their accounts team or save for tax records.

How do I follow up on an unpaid invoice without being rude?

Keep it short and assume the best — most late payments are simply forgotten. Restate the invoice number, amount and due date, attach the invoice again, and ask when you can expect payment. Use the overdue template above.

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