Free CRM for accountants & bookkeepersFree for two months (60-day trial) · no per-user fees
Template · Client
Polite Fee Reminder Email for Accounting Clients
Three escalating messages that recover fees and keep the client.
Built by a practising Chartered Accountant · Unlimited users · 60-day free trial · Last updated 27 September 2026
Quick answer
A polite fee reminder states the invoice, the amount, the due date and one way to pay, without apology or accusation. Escalate in three steps: a courteous reminder, a firmer note with terms, then a call. Remindoo tracks invoices and reminders alongside the client's work so chasing is consistent.
Who is this sent to, and when?
- Sent to
- Clients with an overdue invoice.
- When to send it
- A few days after the due date, then at fortnightly intervals.
What tone recovers fees fastest?
Matter-of-fact. No apology for asking, no accusation, just the invoice, the amount and how to pay.
Apologetic fee chasers signal that payment is optional. Aggressive ones start an argument about service. A short factual note with a payment link outperforms both, because it makes paying the easiest response.
How should chasing escalate?
Reminder, then a firmer note referring to your terms, then a phone call from a partner, then a decision about further work.
Decide in advance what happens at each stage and apply it consistently. Firms that chase inconsistently train clients to wait. Consider whether ongoing work continues while fees are outstanding, and record that position in your engagement terms.
Preview the template
Polite Fee Reminder Email for Accounting Clients
Stage 1 — courteous reminder (a few days overdue)
Subject: Invoice [number] — [amount] now due
Hello [Client first name],
A quick reminder that invoice [number] for [amount] was due on [due date]. You can pay here: [payment link], or by bank transfer to the details on the invoice.
If the invoice has already been paid, or if there is a query on it, just let me know and I will look into it.
Kind regards,
[Your name]
Stage 2 — firmer note (two to three weeks overdue)
Subject: Invoice [number] — [amount] overdue since [due date]
Hello [Client first
Preview shows the opening and key sections. The full editable file is free to download below.
See it working with your own clients
A 30-minute walkthrough using your services, deadlines and templates.
Send this from Remindoo
Save it once in Remindoo and send it from there. Store the wording as an email template, then use tokens so client names, company numbers and dates fill in automatically. Send it to one client or to a filtered group with bulk client emails. For requests that repeat, pair it with automated reminders and a recurring task so it goes out every period without anyone remembering. For engagement letters and proposals, use proposals and letters of engagement with e-signatures.
Email templates
Standard client messages ready to send.
See featureAutomated reminders
Timely prompts before work becomes urgent.
See featureTokens for emails and tasks
Merge client data into repeatable messages.
See featureClient timeline
Full history of notes, emails and actions.
See featureCentralised client information
Services, documents and notes in one record.
See featureWhat are the common mistakes?
- Apologising for asking to be paid
- No payment link or method in the email
- Chasing inconsistently across clients
- Threatening action you will not take
- Never picking up the phone
“Automated reminders and task templates save countless hours each week.”
Frequently asked questions
When should I send the first reminder?
A few days after the due date. Waiting a month signals that your terms are flexible.
Should I stop work over unpaid fees?
That depends on your engagement terms and professional obligations. Set the position in the engagement letter and apply it consistently.
Can I charge interest?
Only if your terms provide for it. Check your engagement letter and the relevant legislation before adding interest.
Who should send the final reminder?
A partner or director. Escalation works better when the sender changes.
Can fee reminders be automated?
The first reminders can be scheduled. Keep the final stage personal.
Should fee chasing mention the client's work?
Keep records chasing and fee chasing in separate emails so neither message gets diluted.
Ready to run a calmer practice?
See Remindoo with your own clients, or start free for 60 days with unlimited users.
Sources
Last updated 27 September 2026. General guidance, not regulatory advice.
Why organised billing matters for accounting firms
Late or missed invoices quietly damage cash flow. Linking billing to the services you have agreed with each client makes it easier to charge for all the work you deliver.
Healthier cash flow
Invoices raised on time, with a clear record of what is outstanding, reduce the time spent chasing payment.
Fewer missed charges
When fees are tied to agreed services, one-off extras and recurring work are less likely to be forgotten.
Fewer fee disputes
Clients who signed a proposal or engagement letter setting out the fee are less likely to challenge an invoice.
Better pricing decisions
Seeing what each client pays alongside the work involved shows where fees need reviewing.
Practical tips from UK practice
- Agree fees in a signed proposal or engagement letter before work starts.
- Keep your services catalogue up to date, so prices on new proposals are consistent.
- Review unpaid invoices every week, not only at month end.
- Review fees annually, and be ready to explain changes in scope.
Related Remindoo features
Written and reviewed by Waqas Sagar ACA FCCA FMAAT, Chartered Accountant with 18+ years in practice. Founder and MD of Accotax, an ICAEW, ACCA and AAT regulated London practice that has served over 5,000 clients, and founder of Remindoo. Guidance is general; check current GOV.UK and professional body guidance for your firm.
What UK practices say about Remindoo
Read all reviews on Trustpilot“With Remindoo, everything from the first enquiry to onboarding and ongoing client management is tracked in one place… It saves us hours and gives me, as a practice owner, complete visibility of where the firm stands.”
“The biggest benefit is having clients, tasks, deadlines, workflows, proposals and communication all organised in one place.”
“During my trial, the team were absolutely amazing. They helped onboard my clients, set up my settings and made sure everything was ready for me to use… they made the whole process completely stress-free.”
“It brings client information, tasks, recurring deadlines, workflows and reminders together in one place, giving us much better visibility across the team.”
