Late Payment Email Templates
Professional templates for following up on overdue invoices
Template 1: Professional Follow-Up
Subject: Overdue Invoice Follow-Up - [Amount] Outstanding
Dear [Client Name],
This is a formal notice that the invoice for [Project Name] in the amount of [Amount], originally due on [Due Date], remains outstanding.
Invoice Details:
- Invoice Number: [Invoice Number]
- Amount: [Amount]
- Original Due Date: [Due Date]
- Days Overdue: [Days Overdue]
Please process payment immediately. If there are any issues or concerns regarding this invoice, please contact me directly so we can resolve them promptly.
I value our business relationship and appreciate your immediate attention to this matter.
Best regards,
[Your Name]
Template 2: Final Notice (Firm Tone)
Subject: Final Notice: Outstanding Payment - [Amount] Due Immediately
[Client Name],
This is a final reminder that payment for invoice [Invoice Number] in the amount of [Amount] was due on [Due Date] and remains unpaid for [Days Overdue] days.
Payment is now 30+ days overdue. This is affecting my business operations significantly.
Please arrange payment immediately. If payment is not received within 7 days of this notice, I will be forced to:
- Stop all ongoing work until payment is received
- Engage a collections agency
- Pursue legal remedies
I prefer to resolve this matter amicably and without escalation.
Sincerely,
[Your Name]
When to Send Late Payment Emails
Use these templates when invoices become significantly overdue. The timing depends on your payment terms:
- Net 30: First follow-up after 35 days, final notice after 60 days
- Net 15: First follow-up after 20 days, final notice after 30 days
- Net 7: First follow-up after 10 days, final notice after 15 days
- Always document all payment reminders sent
Before You Send Late Payment Emails
- Verify the invoice was sent and received
- Check if there are any disputes or issues with the work
- Confirm payment method details haven't changed
- Consider if the client may be experiencing financial difficulties
- Attempt phone contact if the amount is significant
Pro tip: Sometimes an overdue invoice is due to a simple miscommunication or processing delay. A quick call can save time for both parties.
Payment Terms and Conditions
Always include clear payment terms on your invoices:
- Payment due date
- Late payment fees (if applicable)
- Interest charges (if applicable)
- Contact information for payment inquiries
- Payment methods accepted
Clear terms make it easier to follow up on overdue payments.
Automate with PayPing
Instead of manually following up on late payments, let PayPing send automated reminders at the right intervals. Set up your automatic reminders for 0, 2, and 7 days after the due date.
Related Templates
For different situations, try these templates:
Next Steps After Late Payment Reminders
- Pause all new work until payment is received
- Request payment before starting any additional work
- Consider adjusting terms for future work with this client
- Document all communication about unpaid invoices
- Evaluate whether to continue the business relationship