Chase an overdue invoice without it feeling awkward

Steps

1. Gather the invoice number, amount, the original due date and how it was sent.
2. Paste the prompt with those details.
3. Adjust the tone of the first reminder to fit this client.
4. Save all three reminders, and send each one on its planned day without rewriting it.

The prompt

Copy it, then replace the [highlighted parts] with your own details.

A client has not paid an invoice.
Invoice: [INVOICE NUMBER], [AMOUNT], due on [DUE DATE]
Our relationship: [e.g. good, a first project, a long-term client]

Write three short reminder emails:
1. A friendly nudge, sent 3 days after the due date. Assume it was missed, not ignored.
2. A clear reminder, sent 10 days after the due date, asking for a payment date.
3. A firm final notice, sent 21 days after the due date, stating what happens next, for example pausing work.

Each email under 80 words, polite, with the invoice details stated plainly. No guilt-tripping and no apologising for asking.

What a good result looks like

An illustrative example. The company and figures are made up.

Make it better

• Put your payment terms in every proposal from now on. Chasing is much easier when the terms were agreed up front.
• Ask it to write a short, kind reply for when the client apologises, so the relationship ends the exchange in a good place.
• Send reminders to the person who pays, as well as the person you work with, if you know who that is.

Before you paste anything, remove details you would not share outside your company, such as customer names, contract terms or personal information. How to use AI at work safely