Invoice email template: what to write
By Diljit Ramachandran, founder of The Invoice Generator. Published Oct 26, 2026.
An invoice email is a short, polite message that sends the invoice and says what it is for, the amount, the due date and how to pay. Attach the invoice as a PDF, put the invoice number in the subject, and keep the message to a few lines.
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What does the first email say?
The first email delivers the invoice: a subject with the invoice number and due date, and a body that gives the amount and how to pay. Subject: Invoice 1042 from Ada Lovelace Studio, due 17 March. Body: Hi Charles, thank you for your business. Attached is invoice 1042 for the logo design, 500, due 17 March. You can pay by bank transfer to the details on the invoice. Please tell me if you need anything else. Best, Ada.
What do you say in a reminder?
Subject: Reminder: invoice 1042 due 17 March. Body: Hi Charles, a quick reminder that invoice 1042 for 500 is due on 17 March. I have attached it again. If it is already paid, thank you, and please ignore this. Best, Ada.
What do you say when it is overdue?
Subject: Overdue: invoice 1042 was due 17 March. Body: Hi Charles, invoice 1042 for 500 was due on 17 March and I have not received payment. I have attached it again. Please pay by bank transfer to the details on the invoice, or tell me when to expect payment. Best, Ada. Mention a late fee only if it was agreed first; see late payment fees.
Where do you send it from?
How to send an invoice covers the options, how to pay an invoice is the client's side, and you can make the attachment with a free invoice template.
Questions
- Should I send the invoice in the email body or as an attachment?
- As a PDF attachment, with a short summary in the body.
- How soon should I send a reminder?
- A few days before the due date or on the day. Do not wait weeks.
Keep every document in one place
- A free account saves a copy of each invoice, remembers your clients and items, and shows what is paid and overdue.
- Pro numbers your invoices for you, emails payment reminders, and repeats the ones you send every month.
Drafted with AI assistance from public sources and our own tool, and published by Diljit Ramachandran. It has not been checked by an accountant. It is general information, not tax or legal advice. Rules differ by place; check with an accountant or your local tax office.