Invoice Reminder Before Holidays: Freelancer Email Template

Holiday weeks and year-end shutdowns freeze accounts payable. If an invoice is open—or due soon—send a short pre-holiday reminder so the client can approve and pay before their team logs off. Waiting until after the break often means another two to four weeks of silence.

When to send this

• 7–14 days before a known holiday shutdown (Thanksgiving week, Christmas/New Year, long national holidays).
• When the invoice is already overdue, or due during/just after the break.
• When the client’s company historically slows approvals in December or August.
• Do not wait for “after the holidays”—AP queues stack up then.

Free template: pre-holiday payment remind

Replace every [bracket] before sending.

Hi [Client Name],

Quick heads-up before [Holiday / company shutdown dates].

Invoice [Invoice #] for [Amount] (due [Due Date]) is still open. Many finance teams pause approvals during [Holiday week], so I wanted to make sure this is in the queue now.

Pay link / details: [Payment Link or Method]
Invoice PDF attached / linked: [Link]

If payment is already scheduled, reply with the expected clear date and I will mark it. If someone else needs to approve (AP / your manager), feel free to forward this email.

Thanks for handling this before the break—
[Your Name]
[Your Business]

If they say “we’ll pay after the holidays”

Hi [Client Name],

Understood—thanks for confirming.

Please reply with a firm payment date of [Proposed Date, e.g. first business day after return] for invoice [Invoice #] ([Amount]). I will hold that on file and send one reminder on [Reminder Date] if it has not cleared.

If AP needs a PO, updated W-9, or a different payee name, tell me by [Reply-by Date] so we are not blocked after the break.

[Your Name]

Tips that actually get you paid

• Name the holiday and the risk (“AP may be offline”) so the ask feels helpful, not pushy.
• Attach the invoice and include a one-click pay link; do not make them dig through old threads.
• CC accounts payable if you already have that address from prior invoices.
• If the balance is large, offer a same-week wire or ACH so it clears before banks slow down.
• Log the send date. If they miss the post-holiday date you confirmed, jump to your next firm reminder—do not restart soft.

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

Related guides

• Invoice due soon reminder email
• Friendly payment reminder after the due date
• Email accounts payable for unpaid invoice
• Payment promised but not received
• Client asks for more time to pay

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