Unpaid Invoice Email to a Former Client: Templates After the Project Has Ended

Once a project is finished or a contract has ended, an unpaid invoice is easy for a former client to forget, and easy for you to put off chasing because there is no next project to protect. That makes the tone simpler: you are not managing a relationship any more, you are closing an account. These emails stay polite and factual, restate exactly what was delivered and agreed, and make paying the path of least resistance.

Why former clients stop paying

• Your contact has left the company or moved on, and nobody else knows the invoice exists.
• The invoice was never approved before the project wrapped, so it is not in the payment queue.
• Without ongoing work, there is no natural moment when the balance comes up.
• Some clients quietly hope a freelancer will give up once the relationship is over.

Before you send

• Find the agreement, the final delivery email, and any written approval of the work.
• Confirm who now owns the account: your old contact, their manager, or accounts payable.
• Check your contract for late-fee terms and how long you have to pursue the balance where you live.
• Keep it short: invoice number, amount, original due date, payment link, one clear request.

Free template 1: Neutral reminder that reopens contact

Replace every [bracket] before sending.

Hi [Client Name],

I hope things are going well since we wrapped up [Project Name] in [Month].

While closing out my books I noticed that invoice [Invoice #] for [Amount], due on [Due Date], is still open. I have attached it again, and you can pay here: [Payment Link].

If it was already paid, could you send me the payment date or reference so I can match it? If someone else now handles vendor payments, I would be grateful if you could point me to them.

Thanks,
[Your Name]

Free template 2: Follow-up with the paper trail

Replace every [bracket] before sending.

Hi [Client Name],

Following up on invoice [Invoice #] for [Amount], now [Days] days past its due date. For reference:

- Agreement: [Agreement / SOW] dated [Agreement Date]
- Work delivered: [Deliverables] on [Delivery Date]
- Approval: [Approver] confirmed on [Approval Date]
- Invoice sent: [Invoice Date], due [Due Date]

Everything was delivered as agreed, and I have not heard of any issue with the work. Please pay by [New Deadline] using [Payment Link], or reply with a firm payment date. I am copying [Accounts Payable Email] in case it helps route this.

Best,
[Your Name]

Free template 3: Firm final notice

Replace every [bracket] before sending.

Hi [Client Name],

Invoice [Invoice #] for [Amount] for [Project Name] remains unpaid [Days] days after it was due. I followed up on [Reminder Dates] and have not received payment or a reply.

Please pay the full balance by [Final Deadline] at [Payment Link]. If I do not receive payment or a written payment plan by then, I will [apply the late fee in our agreement / send a formal demand letter / file in small claims court] to recover the balance.

I would prefer to close this out simply and part on good terms.

Regards,
[Your Name]
[Business Name] · [Phone]

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

• Point of contact changed
• Email accounts payable about an unpaid invoice
• Client ghosted after final files
• Demand letter for an unpaid invoice
• Final notice before small claims

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.