Chasing down late payments is one of the least glamorous parts of running a business.
Having a few go-to email templates for past-due invoices makes the whole process less awkward. It helps you communicate clearly and professionally so you can get paid and get back to business.
<template>
Subject: Friendly Reminder: Invoice #[Invoice Number]
Hi [Client Name],
This is a friendly reminder that invoice #[Invoice Number] for $[Amount Due], which was due on [Due Date], is now past due. We know it's easy to miss an email, so we wanted to follow up.
We have attached a copy of the invoice for your convenience. You can pay easily online at the following link: [Link to Payment Portal].
If you have already submitted payment, please disregard this message. If you have any questions, please don’t hesitate to reach out.
Thank you,
[Your Name]
[Your Company Name]
</template>
<template>
Subject: Second Notice: Invoice #[Invoice Number] is Overdue
Hi [Client Name],
We’re writing to follow up on invoice #[Invoice Number] for $[Amount Due], which is now [Number of Days] days past due. We sent a reminder last week and have not yet received payment.
A copy of the invoice is attached again for your convenience. For immediate payment, please use the following link: [Link to Payment Portal].
If you’ve already sent the payment, please let us know. If you’re having any trouble with the payment or have questions about the invoice, please reply to this email so we can help.
Thank you,
[Your Name]
[Your Company Name]
</template>
<template>
Subject: URGENT: Invoice #[Invoice Number] Requires Immediate Payment
Hi [Client Name],
We are writing to you again regarding invoice #[Invoice Number] for $[Amount Due], which is now significantly overdue. This invoice was due on [Due Date], and we have not yet received payment despite previous reminders.
Your immediate attention to this matter is required to avoid any disruption to your services. A copy of the invoice is attached for your reference.
Please make your payment immediately using this link: [Link to Payment Portal].
If you believe you have received this email in error or have already sent payment, please contact us right away.
Thank you,
[Your Name]
[Your Company Name]
</template>
<template>
Subject: Final Notice: Invoice #[Invoice Number] is Severely Overdue
Hi [Client Name],
This is our final notice regarding invoice #[Invoice Number] for $[Amount Due]. This payment is now [Number of Days] days overdue, and we have not received a response to our previous communications.
Your immediate action is required to prevent further escalation. If payment is not received by [Final Payment Date], we will have no choice but to [State Consequence, e.g., suspend your account, forward your account to a collections agency].
A copy of the invoice is attached. To settle your balance immediately and avoid this action, please use the payment link here: [Link to Payment Portal].
If you have already made this payment or believe there is an error, please contact us immediately to resolve this matter.
Sincerely,
[Your Name]
[Your Company Name]
</template>
<template>
Subject: Formal Notice of Intent to Pursue Legal Action for Unpaid Invoice #[Invoice Number]
Hi [Client Name],
This letter serves as a formal notice regarding the seriously overdue invoice #[Invoice Number] for $[Amount Due]. Despite our multiple attempts to contact you and resolve this matter, the payment remains outstanding.
We have made every effort to settle this amicably. However, due to the lack of payment or communication from your end, we are now preparing to escalate this issue.
You are required to submit the full payment of $[Amount Due] by [Final Payment Date]. If we do not receive payment by this deadline, we will have no alternative but to hand this matter over to our legal team to commence formal collection proceedings. Please be aware that this could result in you being liable for additional costs, including legal fees and court expenses.
To settle your account and prevent legal action, please make an immediate payment using this link: [Link to Payment Portal].
If you wish to resolve this matter before it proceeds further, please contact us immediately.
Sincerely,
[Your Name]
[Your Company Name]
</template>
While these past due invoice templates are effective, managing follow-ups manually can be time-consuming. Flodesk provides intuitive email marketing tools designed for small businesses, allowing you to automate these communications and focus on growth. We help you build and monetize your email list without needing any coding or design experience, making it simple to create and send emails that connect with your audience.
Join the thousands of businesses that use Flodesk to send effective, well-designed emails. Our platform offers a straightforward email builder, powerful automation capabilities, and clean forms to capture leads. We provide all the necessary tools for successful email marketing, removing the usual complexity so you can get your message out and get paid.
A consistent approach to past-due invoices is essential for getting paid on time while maintaining professional relationships. The templates above provide a clear framework for your communications.
Flodesk helps you automate these reminders, saving you time and ensuring you get paid without the manual effort. Sign up for Flodesk to streamline your process and get back to what you do best.
Stunning email marketing and automation tools to bring your brand to life and scale your small business.
