Templates for copywriters and content writers

Payment reminder emails for freelance writers (3 templates)

Freelance writers are often paid late because of process, not bad intent: an editor moves on, payment waits for publication, or the invoice sits in a supplier portal. A good reminder names the piece and the invoice, asks who handles payment now, and agrees payment on delivery rather than on publication next time.

1. 3 days late

Subject: Invoice #1042 for [article or project]

Hi [Name],

A friendly reminder that invoice #1042 ([amount]) for [article or project] was due on [date].

If someone else handles invoices now, could you point me to them? Happy to resend it wherever it needs to go.

Thanks,
[Your name]
2. 10–14 days late

Subject: Following up on invoice #1042

Hi [Name],

Following up on invoice #1042 ([amount]), now [X] days overdue. Could you let me know when it’s scheduled for payment, or if anything is missing from it?

Best,
[Your name]
3. 21+ days late

Subject: Final reminder: invoice #1042

Hi [Name],

This is my final reminder about invoice #1042 ([amount]), now [X] days overdue. Please pay by [date], or reply today if there’s a problem.

If I don’t hear back, I’ll add the late-payment interest the law allows for business invoices.

Regards,
[Your name]

Want one written for your exact situation? Try the free reminder email writer, or add the late-payment interest the law allows.

Why copywriters and content writers get paid late

What usually holds the invoice up

Your editor moved on

Invoices go quiet when your contact leaves. Ask who approves invoices now and copy them in.

Paid on publication

Publication dates slip. Agree payment within a set number of days of delivery instead.

Supplier portals

Some clients only pay through their own system. Ask for access and the reference they need.

Killed pieces

If a commissioned piece is dropped, your agreed kill fee is still due. Invoice it straight away.

Next time

Four habits that get copywriters and content writers paid on time

  1. Agree payment on delivery or acceptance, not publication.
  2. Confirm who approves invoices when you’re commissioned.
  3. Write kill fees into your terms.
  4. Put the commission or PO reference on every invoice.

Before the first reminder

Good questions.

Is "payment on publication" fair to writers?
It moves the risk of delays onto you. Where you can, agree payment within a fixed number of days of delivery or acceptance, whatever the publishing schedule.
Can writers charge late-payment interest to publishers?
Yes, if the publisher is a business in the UK or the EU, the law lets you add interest and a fixed fee to late invoices. Our calculator works out the amount.

Consider the awkward part handled.

Let Babara send these for you

Add the invoice once. Babara sends the right reminder at the right time, and stops the moment they pay or reply.

Start chasing less

Your clients won’t know what hit them. (A very polite email.) Free for your first 3 invoices.