Client Approved the Work but Hasn't Paid: Payment Reminder Email Templates

When a client has already said the work looks great, the hardest part should be over. But approval and payment often live in different places: your contact signs off, then the invoice waits for a PO, a second approver, or the next payment run. A written approval is your strongest asset here. These emails point back to it calmly, so there is no room to reopen the work and the only open question is when the money arrives.

Why approved work still goes unpaid

• Your contact approved the work but never forwarded the invoice to finance.
• The company needs a PO number, vendor setup, or a second approver you were not told about.
• The invoice is sitting in a monthly or bi-weekly payment run.
• The client is short on cash and hoping you will not follow up quickly.

Before you send

• Save the approval: the email, chat message, or signed acceptance, with the date.
• Quote the approval in one line instead of re-arguing the quality of the work.
• Ask a specific question: is it approved for payment, and on what date will it be paid?
• Include the invoice number, amount, due date, and payment link in every message.

Free template 1: Friendly reminder that references their approval

Replace every [bracket] before sending.

Hi [Client Name],

Thanks again for signing off on [Deliverable] on [Approval Date]. I am glad it came out the way you wanted.

A quick reminder that invoice [Invoice #] for [Amount] was due on [Due Date] and has not come through yet. You can pay here: [Payment Link], and the invoice is attached again for your records.

If it needs to go to someone else for processing, just let me know who and I will send it over.

Best,
[Your Name]

Free template 2: Follow-up: where is payment stuck?

Replace every [bracket] before sending.

Hi [Client Name],

Following up on invoice [Invoice #] for [Amount], now [Days] days past due. Since you approved the work on [Approval Date] ("[Short Quote From Approval]"), I want to make sure nothing administrative is holding up payment.

Could you tell me:
1. Has the invoice been approved for payment on your side?
2. Do you need a PO number, W-9, or vendor form from me?
3. What date should I expect the payment?

Happy to send anything that helps it move.

Thanks,
[Your Name]

Free template 3: Firm notice

Replace every [bracket] before sending.

Hi [Client Name],

The work for [Project Name] was delivered on [Delivery Date] and approved by [Approver] on [Approval Date]. Invoice [Invoice #] for [Amount] is now [Days] days overdue, and I have followed up on [Reminder Dates].

Please pay the full amount by [Final Deadline] at [Payment Link]. Under our agreement, [a late fee of X% per month applies to overdue balances / usage rights transfer on full payment / further work is paused until the balance is cleared].

If something has changed on your side, reply today and we can agree on a short payment plan.

Regards,
[Your Name]

Free sample: try one email from the full pack before you buy.

Free mini-pack: 3 more follow-up templates (HTML + PDF), no signup.

Related guides

• Client wants more revisions before paying
• Release final files after payment
• Ask the client to confirm a payment date
• Payment promised but not received
• Late fee reminder email

Not legal advice. These are practical communication templates for freelancers and small service businesses. For disputed or large debts, talk to a lawyer in your jurisdiction.