Spanish study note · Phrase for VA work
Payment reminder in Spanish: how to chase an invoice politely
By Soltura · Published · Reviewed
A payment reminder is un recordatorio de pago. Give the invoice number, the amount and the due date in the first sentence, state the facts without blame, and ask for one clear action: Le escribo para recordarle amablemente que la factura 1045, por 850 USD, venció el 30 de septiembre. Use usted, and end with an exit line in case the client has already paid: Si ya realizó el pago, por favor haga caso omiso de este mensaje.
Part of Soltura’s Spanish study notes for virtual assistants.
The rule
The key verb is vencer. The Real Academia Española dictionary defines it, for a debt or obligation, as becoming payable once its term is up. So La factura vence el 30 de septiembre (it’s due on September 30) and La factura venció el 30 de septiembre (it fell due, so it’s now overdue). The adjective is vencida: una factura vencida. Pendiente de pago (still unpaid) is the neutral way to describe the status without pointing at anyone.
A three-step sequence. Keep each message short, polite and factual. The timing below is our suggestion; follow your client’s own payment policy.
| Step | When (suggested) | Spanish line |
|---|---|---|
| 1. Friendly reminder | A few days before or just after the due date | Le escribo para recordarle amablemente que la factura 1045 vence el viernes 16 de octubre. |
| 2. Second notice | About a week after the due date | Le escribo nuevamente sobre la factura 1045, que sigue pendiente de pago. ¿Podría confirmarme la fecha estimada de pago? |
| 3. Ask for a call | If there is still no reply | Me gustaría coordinar una llamada breve para resolver el pago pendiente de la factura 1045. |
Late fees. Intereses de demora (late-payment interest) is a real term in the dictionary, but only mention it if the contract or invoice says so, and let your client decide whether to raise it.
Example sentences
| Spanish | English | When to use it |
|---|---|---|
| Le escribo para recordarle amablemente que la factura 1045 vence el viernes 16 de octubre. | This is a friendly reminder that invoice 1045 is due on Friday, October 16. | Before the due date |
| Según nuestros registros, la factura 1045, por 850 USD, sigue pendiente de pago. | According to our records, invoice 1045 for USD 850 is still unpaid. | After the due date, no blame |
| Le adjunto de nuevo la factura para su referencia. | I’m attaching the invoice again for your reference. | Make it easy to pay |
| ¿Podría confirmarme la fecha estimada de pago? | Could you confirm the expected payment date? | Ask for one action |
| Si ya realizó el pago, le agradecería que nos enviara el comprobante. | If you’ve already paid, I’d appreciate it if you could send us the receipt. | Comprobante = receipt or proof of payment |
| Si ya realizó el pago, por favor haga caso omiso de este mensaje. | If you’ve already paid, please disregard this message. | Exit line for any reminder |
Common mistakes
- Opening with blame:
Usted no ha pagado la factura.→ Según nuestros registros, la factura sigue pendiente de pago. - Translating “is due” word for word:
La factura es debida el lunes→ La factura vence el lunes. - Leaving out the invoice number, amount or due date, so the client has to search for them.
- Capitalising months:
30 de Septiembre→ 30 de septiembre. - Mentioning intereses de demora or other penalties that aren’t in the contract.
Quick self-check
- How do you say “The invoice is due on Friday”? Answer: La factura vence el viernes.
- Translate “overdue invoice”. Answer: factura vencida
- Make this softer: Usted no ha pagado. Answer: Según nuestros registros, la factura sigue pendiente de pago.
Practise it out loud
Soltura’s Ruta VA includes an invoice follow-up workday (Soltura Pro): you clarify the invoice, prepare the reminder, confirm in Spanish and hand off to your manager in English. Soltura is a speaking-first Spanish app with a free plan; see Spanish for virtual assistants or plans and pricing.
Free on iPhone and iPad · Mac coming soon
Questions
Frequently asked questions
How do you say payment reminder in Spanish?
Recordatorio de pago. In the subject line, write something like Recordatorio de pago: factura 1045, and give the invoice number, amount and due date in the first sentence.
How do you say overdue invoice in Spanish?
Factura vencida. The verb is vencer: la factura vence el 30 de septiembre before the date, and la factura venció after it. Pendiente de pago means still unpaid.
How do I write a polite payment reminder in Spanish?
Use usted, state the facts without blame (Según nuestros registros…), ask for one action such as a payment date, and add an exit line: Si ya realizó el pago, por favor haga caso omiso de este mensaje.
Sources
- RAE–ASALE, Diccionario de la lengua española: “vencer” (sense 13, of a debt), accessed Oct 10, 2026.
- DLE: “recordatorio”, accessed Oct 10, 2026.
- DLE: “factura”, accessed Oct 10, 2026.
- DLE: “demora” (intereses de demora), accessed Oct 10, 2026.
- DLE: “comprobante”, accessed Oct 10, 2026.
- RAE–ASALE, Diccionario panhispánico de dudas: “mayúsculas” (days and months), accessed Oct 10, 2026.