7 Copy-Paste Collection Email Templates for B2B Agencies

Your client's invoice hit 7 days overdue. You need to send a reminder, but you're staring at a blank email. How do you ask for money without sounding pushy? Too friendly, and they'll ignore it. Too firm, and you'll damage the relationship.

This is the daily struggle for agency finance teams. You need collection emails that work—templates you can grab, customize, and send without second-guessing every word.

Here are 7 proven email templates for B2B agencies, organized by timeline. Each template includes the psychology behind why it works, so you understand when and how to use it.

Template 1: 3 Days Before Due Date (Polite Nudge)

Subject: Friendly Reminder: Invoice #[INVOICE_NUMBER] Due Soon

Hi [CLIENT_NAME],

Hope you're doing well! I wanted to send a quick heads-up that invoice #[INVOICE_NUMBER] for [AMOUNT] is due in 3 days ([DUE_DATE]).

I've attached the invoice for your reference. If you've already sent payment, please disregard this email—it may be in transit.

If you have any questions about the invoice or need to discuss payment terms, I'm happy to help.

Thanks, [YOUR_NAME]

Why This Works:

This email doesn't ask for payment. It assumes payment is coming and simply provides information. The tone is helpful, not demanding. Clients appreciate the advance notice—it shows you're organized and gives them time to process payment without feeling rushed.

Use this template for clients who typically pay on time. It's a gentle reminder that maintains the relationship while ensuring timely payment.

Template 2: Due Date (Helpful Reminder)

Subject: Invoice #[INVOICE_NUMBER] Due Today

Hi [CLIENT_NAME],

Invoice #[INVOICE_NUMBER] for [AMOUNT] is due today ([DUE_DATE]).

I've attached the invoice and payment details below for your convenience:

Payment Methods:

• Bank Transfer: [ACCOUNT_DETAILS]
• Check: [ADDRESS]
• Online Portal: [LINK]

If you've already sent payment, thank you! If you need to discuss payment timing or have questions, let me know.

Best regards, [YOUR_NAME]

Why This Works:

This template provides value—payment information and options—rather than just asking for money. It assumes payment is coming and positions you as helpful. The due date reminder is factual, not emotional.

The key is making payment easy. By providing multiple options and links, you remove friction. Clients appreciate convenience, and this template delivers it.

Template 3: 3 Days Overdue (Firm but Professional)

Subject: Payment Reminder: Invoice #[INVOICE_NUMBER] Past Due

Hi [CLIENT_NAME],

I'm following up on invoice #[INVOICE_NUMBER] for [AMOUNT], which was due on [DUE_DATE] and is now 3 days overdue.

I've attached the invoice for your reference. Please arrange payment at your earliest convenience.

If there's an issue preventing payment or you need to discuss terms, please let me know so we can find a solution.

Payment details: [PAYMENT_INFORMATION]

Thanks, [YOUR_NAME]

Why This Works:

The tone shifts from helpful to direct. You're no longer assuming payment is coming—you're stating a fact (overdue) and requesting action. The language is professional but firm.

The key phrase is "at your earliest convenience." It's polite but implies urgency. You're also opening the door for communication ("if there's an issue"), which shows you're willing to work with them while still expecting payment.

Template 4: 7 Days Overdue (Escalating Firmness)

Subject: Urgent: Invoice #[INVOICE_NUMBER] Overdue - Action Required

Hi [CLIENT_NAME],

Invoice #[INVOICE_NUMBER] for [AMOUNT] is now 7 days overdue (original due date: [DUE_DATE]).

We haven't received payment or heard from you regarding this invoice. Please remit payment immediately or contact me to discuss payment arrangements.

Payment Options:

• Bank Transfer: [ACCOUNT_DETAILS]
• Online Portal: [LINK]

If payment has been sent, please forward confirmation so we can update our records.

I'm available to discuss this at [PHONE_NUMBER] or [EMAIL].

Best regards, [YOUR_NAME]

Why This Works:

The subject line includes "Urgent" and "Action Required"—signals that this is serious. The body is direct and factual. You're no longer asking politely; you're stating what needs to happen.

Notice the shift: "We haven't received payment" is a statement of fact, not a request. You're also providing your contact information, making it easy for them to reach out if there's a problem.

This template maintains professionalism while escalating urgency. It's firm enough to get attention but not so aggressive that it damages the relationship.

Template 5: 15 Days Overdue (Final Warning)

Subject: Final Notice: Invoice #[INVOICE_NUMBER] - [AMOUNT] Overdue

[CLIENT_NAME],

Invoice #[INVOICE_NUMBER] for [AMOUNT] is now 15 days overdue (due date: [DUE_DATE]). This is our final notice before we suspend services/initiate collection proceedings.

Immediate Action Required:Please remit payment in full within 48 hours or contact me immediately to discuss payment arrangements.

Payment Information:[PAYMENT_DETAILS]

If payment has been sent, please provide confirmation immediately.

If we don't receive payment or hear from you within 48 hours, we will be forced to take further action, which may include suspending services or engaging a collection agency.

I'm available at [PHONE_NUMBER] to discuss this matter.

Regards, [YOUR_NAME] [YOUR_TITLE]

Why This Works:

This template introduces consequences. You're no longer asking—you're stating what will happen if payment isn't received. The language is formal and direct.

The 48-hour deadline creates urgency. The mention of "suspending services" or "collection agency" shows you're serious, but you're still giving them a chance to resolve it.

This is your last attempt to collect payment while preserving the relationship. After this, you're moving into formal collection procedures.

Template 6: 30 Days Overdue (Escalation)

Subject: Account Suspended: Invoice #[INVOICE_NUMBER] - Immediate Payment Required

[CLIENT_NAME],

Despite multiple reminders, invoice #[INVOICE_NUMBER] for [AMOUNT] remains unpaid 30 days after the due date ([DUE_DATE]).

Account Status: Services suspended until payment is received in full.

To Restore Services:

1. Remit payment in full: [PAYMENT_DETAILS]
2. Email confirmation to [EMAIL]
3. Services will resume within 24 hours of payment confirmation

If payment is not received within 7 days, this account will be forwarded to our collections department, and you may be responsible for additional collection fees.

This matter requires immediate attention. Contact me at [PHONE_NUMBER] if you wish to discuss payment arrangements.

Sincerely, [YOUR_NAME] [YOUR_TITLE]

Why This Works:

This template is formal and direct. You've moved past friendly reminders—this is business. The consequences are clear: services are suspended, and further action is coming.

The language is factual and unemotional. You're not trying to preserve the relationship anymore; you're protecting your business. The 7-day deadline before collections gives them one final chance.

Use this template when you've exhausted friendly reminders and need to take action.

Template 7: Promise-to-Pay Follow-Up

Subject: Following Up: Payment Promise for Invoice #[INVOICE_NUMBER]

Hi [CLIENT_NAME],

You mentioned on [DATE] that payment for invoice #[INVOICE_NUMBER] ([AMOUNT]) would be sent by [PROMISED_DATE].

I wanted to check in—have you been able to send payment? If so, please forward confirmation so we can update our records.

If there's been a delay, please let me know the new timeline so we can plan accordingly.

Payment Details:[PAYMENT_INFORMATION]

Thanks, [YOUR_NAME]

Why This Works:

This template holds clients accountable to their promises without being accusatory. You're referencing a specific conversation and date, which shows you're tracking commitments.

The tone is neutral—you're checking in, not demanding. But by referencing the promise, you're reminding them of their commitment. This often prompts payment because clients don't want to break a promise they made.

The Psychology Behind the Sequence

Early Reminders (Before Due - 3 Days Overdue): Assume payment is coming. Be helpful. Provide information. Maintain the relationship.

Mid-Stage Reminders (7-15 Days Overdue): Shift to direct communication. State facts. Request action. Still professional, but firm.

Late-Stage Reminders (30+ Days Overdue): Formal and direct. State consequences. Protect your business. Relationship preservation is secondary.

The key is matching the tone to the situation. Early reminders should be friendly because most late payments are oversights. Late reminders need to be firm because you're dealing with a pattern of non-payment.

Common Mistakes to Avoid

Don't: Use the same template for every situation. A 3-day overdue email shouldn't sound like a 30-day overdue email.

Don't: Get emotional or personal. Stick to facts. "We need payment" is better than "This is really frustrating."

Don't: Make threats you won't follow through on. If you say you'll suspend services, do it.

Don't: Send reminders too frequently. Space them out—3 days, 7 days, 15 days, 30 days. Daily reminders feel like harassment.

Do: Customize each template. Add client names, invoice numbers, amounts, and due dates. Generic emails get ignored.

Do: Track promises. If a client says they'll pay by Friday, follow up on Monday.

Do: Escalate appropriately. Start friendly, get firmer as time passes.

The Automation Advantage

These templates work great when you copy and paste them manually. But manual processes have problems:

• You might forget to send a reminder
• You might send the wrong template for the timeline
• You might miss customizing a field (like forgetting to add the invoice number)
• You spend time deciding which template to use

Automated systems like CollectLean solve this. You set up the templates once, define the triggers (3 days before due, 7 days overdue, etc.), and the system sends the right email at the right time with the right information automatically.

You still get the psychology and tone of these templates, but without the manual work. Your team only intervenes when there's an exception—a dispute, a payment promise, or a client who needs special handling.

Your Action Plan

Step 1: Save these templates in a document or email folder where your team can access them easily.

Step 2: Customize the placeholders ([CLIENT_NAME], [INVOICE_NUMBER], etc.) for your business. Add your payment information, contact details, and any specific language your industry uses.

Step 3: Create a reminder schedule. Decide when you'll send each template (3 days before due, due date, 3 days overdue, etc.).

Step 4: Track which templates work best for your clients. Some industries respond better to friendly reminders; others need firmer language.

Step 5: Consider automation. If you're sending more than 20 reminders per month, automation will save time and ensure consistency.

The Bottom Line

Good collection emails don't have to be complicated. They need to be:

• Appropriate for the timeline (friendly early, firm late)
• Clear about what's needed (payment or communication)
• Easy to act on (payment information provided)
• Professional (maintain relationships when possible)

Use these templates as a starting point. Customize them for your business, your clients, and your industry. And remember: the best collection email is the one that gets you paid while preserving the relationship.

Tired of manually sending collection emails? CollectLean automates these templates, sending the right email at the right time based on invoice status. Set it up once, and your team only intervenes for exceptions. Start a free 14-day trial and see how automation can improve your collections process.