How to Send an Invoice by Email (with 5 Templates That Get Paid)

A great invoice with a vague email gets ignored. Treat the email as the cover letter — it sets expectations, surfaces the total, and tells the recipient what to do next.

Subject line rules

Always include: invoice number, amount, and due date. Example: "Invoice INV-0042 — $2,450 due Mar 15". Vague subjects ("Invoice from Acme") land in spam or get triaged away.

Template 1 — New invoice

Hi {{name}},

Please find attached invoice INV-0042 for {{amount}}, due {{due_date}}.

You can pay by card here: {{payment_link}}
Or by bank transfer to the details on the invoice.

Let me know if anything needs adjusting.

Thanks,
{{your_name}}

Template 2 — Friendly reminder (3 days before due)

Hi {{name}},

A quick reminder that invoice INV-0042 ({{amount}}) is due on {{due_date}}.
Pay here in one click: {{payment_link}}.

Thanks!

Template 3 — Overdue (day 1 past due)

Hi {{name}},

Invoice INV-0042 for {{amount}} was due yesterday and is now overdue. Could you confirm when payment will be made?

Per our terms, balances unpaid after the due date accrue interest at 1.5% per month.

Thanks,
{{your_name}}

Template 4 — Final notice (day 30 past due)

Hi {{name}},

Invoice INV-0042 is now 30 days overdue. Please settle the balance of {{amount}} by {{seven_days_out}} to avoid further collection steps.

I would much prefer to resolve this directly — let me know if there is an issue I can help with.

Thanks,
{{your_name}}

Template 5 — Recurring (monthly retainer)

Hi {{name}},

This month's retainer invoice INV-{{number}} for {{amount}} is attached, due {{due_date}}.
Same details as last month; payment link: {{payment_link}}.

Thanks as always.

Always attach the PDF and include a payment link

The PDF is for accounting; the link is for action. Generate an invoice with both in two minutes.

Related reading

• 12 tactics to get paid faster
• Late payment fees policy
• Invoice terms & conditions examples