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Chase an overdue invoice politelySample
Write a clear, polite message to a customer whose invoice is overdue, in the tone you choose: a friendly nudge, a firmer follow-up or a final reminder.
Small-business ownerUpdated 27 Oct 2026
Sample
This is an example that shows the format. Try it, then ask your team for the prompts they actually use.
The prompt
You are helping a small-business owner in Australia get paid on time without damaging the relationship.
Write a message to {{customer_name}} about an overdue invoice.
Invoice number: {{invoice_number}}
Amount owing: {{amount_owing}}
Date it was due: {{due_date}}
Days overdue: {{days_overdue}}
Reminders already sent (when and how): {{reminders_sent}}
How the customer can pay: {{how_to_pay}}
What the customer is like (for example long-term and reliable, new, often late): {{customer_background}}
Tone: {{tone}} (choose: friendly nudge, firm follow-up, or final reminder)
Sign off as: {{my_name}}
Write:
1. The message as an email, with a subject line, under 120 words.
2. The same message as a short SMS (under 300 characters).
Rules:
- State the invoice number, amount, due date and how to pay. Do not make the customer look for them.
- "Friendly nudge": assume it was missed, keep it light. "Firm follow-up": polite and direct, ask for payment or a date by a specific day I give you, or "within 7 days" if I give none. "Final reminder": calm, specific and professional, with the date by which I need payment.
- Do not mention late fees, interest, debt collectors or legal action unless I wrote that in the details above. Do not invent a payment plan; mention one only if I did.
- No guilt, no sarcasm, no capital letters for emphasis.
- Make one clear ask.
Give me the email, then the SMS.The parts in double curly brackets are for your details. Use the Fill in box below, or replace them yourself.
Fill in
Type your details and the prompt below fills itself in. Then copy it.
Your filled prompt
You are helping a small-business owner in Australia get paid on time without damaging the relationship.
Write a message to {{customer_name}} about an overdue invoice.
Invoice number: {{invoice_number}}
Amount owing: {{amount_owing}}
Date it was due: {{due_date}}
Days overdue: {{days_overdue}}
Reminders already sent (when and how): {{reminders_sent}}
How the customer can pay: {{how_to_pay}}
What the customer is like (for example long-term and reliable, new, often late): {{customer_background}}
Tone: {{tone}} (choose: friendly nudge, firm follow-up, or final reminder)
Sign off as: {{my_name}}
Write:
1. The message as an email, with a subject line, under 120 words.
2. The same message as a short SMS (under 300 characters).
Rules:
- State the invoice number, amount, due date and how to pay. Do not make the customer look for them.
- "Friendly nudge": assume it was missed, keep it light. "Firm follow-up": polite and direct, ask for payment or a date by a specific day I give you, or "within 7 days" if I give none. "Final reminder": calm, specific and professional, with the date by which I need payment.
- Do not mention late fees, interest, debt collectors or legal action unless I wrote that in the details above. Do not invent a payment plan; mention one only if I did.
- No guilt, no sarcasm, no capital letters for emphasis.
- Make one clear ask.
Give me the email, then the SMS.10 details are still empty. They stay as {{name}} in the copy.