5 Great Short Paid Invoice Email Templates To Copy & Paste

Navigating a short-paid invoice can be an awkward conversation, but it happens more often than you'd think.

Using an email template helps you clearly and professionally ask for the remaining payment. It takes the guesswork out of what to say so you can get paid correctly and quickly.

Tips for Writing Short Paid Invoice Emails

• Assume it was an honest mistake. Approach the conversation with grace. People are busy, and simple errors happen. A friendly, non-accusatory tone maintains a good client relationship and makes it easier for them to correct the oversight.
• Attach the original invoice. Don't make your client dig through their files. Attaching the original invoice gives them all the context—the invoice number, services, and total amount due—in one place. It’s a helpful, low-friction way to remind them of the details.
• Be direct about the numbers. Avoid vague language. Clearly state the original invoice total, the amount paid, and the exact remaining balance. For example, "The total was $500, and we received $450, leaving an outstanding balance of $50." This removes any guesswork.
• Keep the subject line simple. A clear, calm subject line like "Quick question about invoice #1234" gets the email opened without causing alarm. It’s professional and gets straight to the point.
• Make it easy to pay. Provide a direct link to pay the remaining balance or clearly list the payment methods you accept. The fewer steps your client has to take, the faster you’ll get the issue resolved.

Types of Short Paid Invoice Email Templates We Will Cover

1. Payment Reminder Email Template
2. Invoice Adjustment Email Template
3. Partial Payment Notice Email Template
4. Balance Due Email Template
5. Short Payment Follow-Up Email Template

5 Short Paid Invoice Email Templates

1) Payment Reminder Email Template

<template>

Subject: Following up on invoice #[Invoice Number]

Hi [Client Name],

Hope you're doing well. I'm writing to follow up on your recent payment for invoice #[Invoice Number].

We received a payment of $[Amount Paid] toward the total of $[Total Amount], leaving a small outstanding balance of $[Remaining Balance].

These things happen, and we've attached the original invoice for your reference. If you're ready to settle the remainder, you can do so here: [Payment Link].

Please let us know if you have any questions or believe this is an error. We're happy to help.

Best,

[Your Name]

[Your Title]

[Your Company]

</template>

2) Invoice Adjustment Email Template

<template>

Subject: Adjustment to invoice #[Invoice Number]

Hi [Client Name],

Thanks for your recent payment on invoice #[Invoice Number]. I'm writing to clarify an adjustment we made, which resulted in a small remaining balance.

We updated the invoice to reflect [reason for adjustment, e.g., an additional service], bringing the new total to $[New Total Amount]. We've attached the revised invoice for your convenience.

Your payment of $[Amount Paid] was received, leaving an outstanding balance of $[Remaining Balance]. You can settle the remainder using this link: [Payment Link].

Please let us know if you have any questions about the adjustment. We're happy to walk you through it.

All the best,

[Your Name]

[Your Title]

[Your Company]

</template>

3) Partial Payment Notice Email Template

<template>

Subject: Your partial payment for invoice #[Invoice Number]

Hi [Client Name],

This is a quick confirmation that we’ve received your partial payment of $[Amount Paid] for invoice #[Invoice Number]. Thank you.

The total for the invoice was $[Total Amount], which leaves a remaining balance of $[Remaining Balance]. The original invoice is attached for your convenience.

When you’re ready to settle the remainder, you can do so here: [Payment Link].

If you have any questions, please let us know.

Thanks,

[Your Name]

[Your Title]

[Your Company]

</template>

4) Balance Due Email Template

<template>

Subject: Regarding the balance due for invoice #[Invoice Number]

Hi [Client Name],

I'm writing about the final balance for invoice #[Invoice Number].

Thank you for your initial payment of $[Amount Paid]. The total amount was $[Total Amount], and the remaining balance of $[Remaining Balance] is now due.

We've attached the original invoice for your records. You can pay the final balance easily through this link: [Payment Link].

Let us know if you have any questions.

Best,

[Your Name]

[Your Title]

[Your Company]

</template>

5) Short Payment Follow-Up Email Template

<template>

Subject: Following up on the balance for invoice #[Invoice Number]

Hi [Client Name],

I’m just following up on my previous email about invoice #[Invoice Number].

As a reminder, the total was $[Total Amount], and we received a payment of $[Amount Paid]. This leaves an outstanding balance of $[Remaining Balance].

I’ve attached the original invoice again for your convenience. You can pay the remaining balance here: [Payment Link].

If you have any questions or think there might be an error, please let us know so we can get it sorted out.

Best,

[Your Name]

[Your Title]

[Your Company]

</template>

What About Using Flodesk?

While these templates are effective for individual short-paid invoices, managing client communications consistently is where an email marketing platform like Flodesk comes in. We provide intuitive tools designed for small businesses to help you manage and grow your email list. You can design, send, and automate your emails without needing any background in coding or graphic design, allowing you to connect with your audience and build your business.

Our platform is built around a straightforward email builder, powerful automation features, and well-designed forms. The goal is to give you all the necessary components for effective email marketing, minus the usual complexity. Whether you're just starting out or have been at it for years, Flodesk helps you send professional-looking emails that get results.

Wrapping Up

Handling short-paid invoices correctly is just one part of maintaining strong client relationships. Consistent, professional communication is key to building a successful business.

Flodesk gives you the tools to create beautiful, on-brand emails that streamline your client interactions. Sign up to start sending emails that look as good as your work.