Invoice Overdue After the Holidays: Freelancer Follow-Up Email Templates

Late December and early January are when invoices quietly go stale. Your contact was out, accounts payable closed for a week or two, and the payment run you were counting on never happened. The good news: most of these invoices are not disputed, just forgotten. The goal of your first email back is to get your invoice to the top of a very full inbox and leave with a specific payment date.

When to send it

• Wait until the client is actually back: usually the second working day after the break, not the first morning when inboxes are overflowing.
• Send early in the work day (roughly 9 to 11am in their time zone) so it is not buried under overnight email.
• If the invoice was due during the break, send one friendly nudge now, then a firmer follow-up about 5 to 7 business days later if nothing comes back.
• If you know the client pays in fixed payment runs, ask which run your invoice is in rather than asking them to “pay soon”.

Make it easy to act on

• Put the invoice number and amount in the subject line so it is searchable.
• Re-attach the invoice and include the payment link again; do not make them dig for the December email.
• Ask one question that needs a concrete answer: the payment date.
• Check whether anything changed over the break: new budget year, new PO numbers, a new AP contact, or a vendor re-registration.
• Keep the tone light at first. Assume it slipped; most of the time it did.

Free template 1: Friendly back-from-break nudge

Replace every [bracket] before sending.

Hi [Client Name],

Welcome back, and I hope you got a real break.

Bringing invoice [Invoice #] for [Amount] back to the top of your inbox. It was due on [Due Date], over the holiday shutdown, so I'm guessing it got caught in the pause. I've attached it again, and you can pay here: [Payment Link].

Could you let me know the date it's scheduled to go out?

Thanks so much,
[Your Name]

Free template 2: Resend to accounts payable after a year-end close

Replace every [bracket] before sending.

Hello,

I'm following up on invoice [Invoice #] for [Amount], approved by [Contact Name] and due [Due Date]. I understand your team was closed over the holidays, so I wanted to make sure it is in your queue for the first payment run of the new year.

Could you confirm:
1. That the invoice is in your system and approved
2. The payment date it is scheduled for
3. Whether you need anything new from me for the new year (updated W-9, new PO number, vendor details)

The invoice is attached again. Thank you for your help.

[Your Name]
[Your Business] · [Phone]

Free template 3: Firm follow-up with a new pay-by date

Replace every [bracket] before sending.

Hi [Client Name],

I'm following up on my note from [Date of First Follow-Up]. Invoice [Invoice #] for [Amount] was due on [Due Date] and is now [Number] days past due.

I'd like to get this settled without more back and forth, so please arrange payment by [Pay-by Date]. If there is a problem on your side, like a missing approval or a budget reset, reply and tell me what's needed and when I can expect payment.

Payment link: [Payment Link]

Thank you,
[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

• Invoice reminder before the holidays
• Accounting is behind follow-up email
• Ask for a payment status update
• Second payment reminder email
• Email accounts payable for an unpaid invoice

Practical communication guidance only, not legal advice. Payment terms, late fees, and collection options depend on your contract and jurisdiction.