Professional Email Templates

Use these proven email templates to notify your customers about invoices. Each template is designed for different situations and customer relationships.

Professional & Formal

Perfect for corporate clients, new customers, or formal business relationships. Uses a professional tone with clear payment terms.

Corporate Formal New Customers

Subject: Invoice #[INVOICE_NUMBER] - [SERVICE_DESCRIPTION] - Due [DUE_DATE]

Dear [CUSTOMER_NAME],

I hope this email finds you well. I'm writing to inform you that invoice #[INVOICE_NUMBER] for [SERVICE_DESCRIPTION] has been prepared and is now ready for payment.

Invoice Details:

Invoice Number: #[INVOICE_NUMBER]
Date: [INVOICE_DATE]
Due Date: [DUE_DATE]
Amount Due: [TOTAL_AMOUNT]

You can view the complete invoice and make payment by clicking the secure payment link below:

[PAYMENT_LINK]

Payment Terms: Payment is due within [PAYMENT_TERMS] days of the invoice date. Late payments may be subject to a [LATE_FEE_PERCENTAGE]% late fee.

If you have any questions about this invoice or need to discuss payment arrangements, please don't hesitate to contact me directly at [YOUR_EMAIL] or [YOUR_PHONE].

Thank you for your business. I appreciate the opportunity to serve you and look forward to our continued partnership.

Best regards,
[YOUR_NAME]
[YOUR_TITLE]
[COMPANY_NAME]

Friendly & Personal

Ideal for repeat customers, small businesses, or when you want to maintain a warm, personal relationship. More conversational and appreciative tone.

Repeat Customers Friendly Small Business

Subject: Your invoice is ready! #[INVOICE_NUMBER] - [SERVICE_DESCRIPTION]

Hi [CUSTOMER_NAME]!

Great news! I've just finished working on [SERVICE_DESCRIPTION] and your invoice is ready to go.

Here's what you need to know:

Invoice: #[INVOICE_NUMBER]
What we did: [SERVICE_DESCRIPTION]
Total: [TOTAL_AMOUNT]
Due by: [DUE_DATE]

You can pay securely online using this link:

[PAYMENT_LINK]

I really enjoyed working on this project with you! If you have any questions about the work or the invoice, just shoot me a message. I'm here to help.

Thanks so much for choosing to work with me. I truly appreciate your business!

Cheers,
[YOUR_NAME]

P.S. If you're happy with the work, I'd love a referral or review when you have a moment!

Urgent & Action-Oriented

Best for overdue invoices, urgent payments, or when you need immediate action. Clear, direct, and emphasizes the importance of prompt payment.

Overdue Urgent Action Required

Subject: URGENT: Invoice #[INVOICE_NUMBER] - Payment Required - [DUE_DATE]

Dear [CUSTOMER_NAME],

This is a reminder that invoice #[INVOICE_NUMBER] for [SERVICE_DESCRIPTION] is now [DAYS_OVERDUE] days overdue.

Invoice Summary:

Invoice Number: #[INVOICE_NUMBER]
Original Due Date: [DUE_DATE]
Days Overdue: [DAYS_OVERDUE]
Amount Due: [TOTAL_AMOUNT]
Late Fee (if applicable): [LATE_FEE_AMOUNT]

Action Required: Please process payment immediately to avoid additional late fees and potential service suspension.

Payment Options:

[PAYMENT_LINK]

Important: If payment is not received within [GRACE_PERIOD] days, a [LATE_FEE_PERCENTAGE]% late fee will be applied, and further collection actions may be necessary.

If you're experiencing financial difficulties, please contact me immediately at [YOUR_EMAIL] or [YOUR_PHONE] to discuss payment arrangements. I'm happy to work with you to find a solution.

I value our business relationship and want to resolve this matter promptly and amicably.

Thank you for your immediate attention to this matter.

Sincerely,
[YOUR_NAME]
[COMPANY_NAME]

Template Variables

Replace the bracketed variables with your actual information:

Invoice Information

[INVOICE_NUMBER] - Your invoice number
[INVOICE_DATE] - Date the invoice was created
[DUE_DATE] - Payment due date
[TOTAL_AMOUNT] - Total amount due
[SERVICE_DESCRIPTION] - Description of services provided

Customer Information

[CUSTOMER_NAME] - Customer's full name
[CUSTOMER_EMAIL] - Customer's email address
[DAYS_OVERDUE] - Number of days overdue (for urgent template)

Your Information

[YOUR_NAME] - Your full name
[YOUR_TITLE] - Your job title
[COMPANY_NAME] - Your company name
[YOUR_EMAIL] - Your email address
[YOUR_PHONE] - Your phone number

Payment & Terms

[PAYMENT_LINK] - Secure payment link
[PAYMENT_TERMS] - Payment terms (e.g., 30)
[LATE_FEE_PERCENTAGE] - Late fee percentage
[LATE_FEE_AMOUNT] - Calculated late fee amount
[GRACE_PERIOD] - Grace period before late fees

Email Best Practices

Timing

Send invoices during business hours when customers are most likely to see them. Consider time zones for international clients.

Personalization

Always use the customer's name and reference specific work or projects to show attention to detail.

Security

Use secure payment links and never include sensitive financial information in email bodies.

Follow-up

Have a system for following up on unpaid invoices. Don't let them fall through the cracks.

Ready to Use These Templates?

Customize these templates to match your brand voice and business needs. Remember to test them with a small group before sending to all customers.

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