5 Great Past Due Invoice Email Templates To Copy & Paste

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.

Tips for Writing Past Due Invoice Emails

• Use a clear subject line. Your subject line should be direct and informative. Including the invoice number and the words “Past Due” helps your email get noticed and actioned quickly.
• State the facts upfront. Get straight to the point in the body of your email. Clearly state the invoice number, the amount due, and the original due date. This provides all the necessary context without any fluff.
• Attach the invoice. Always include a copy of the original invoice. This simple step saves your client the hassle of searching their records and removes a potential barrier to payment.
• Make it easy to pay. Provide a direct link to pay the invoice online. The fewer steps your client has to take, the more likely you are to get paid promptly.
• Keep it professional. Maintain a polite and professional tone. Assume the missed payment was an oversight. A friendly reminder is often more effective than an aggressive demand and helps preserve your client relationship.

Types of Past Due Invoice Email Templates We Will Cover

1. Friendly Reminder Email Template
2. Second Notice Email Template
3. Urgent Payment Request Email Template
4. Final Notice Email Template
5. Legal Action Warning Email Template

5 Past Due Invoice Email Templates

1) Friendly Reminder Email Template

<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>

2) Second Notice Email Template

<template>

Subject: Second Notice: Invoice #[Invoice Number] is Overdue

Hi [Client Name],

We are following up on invoice #[Invoice Number] for $[Amount Due], which was due on [Due Date]. Our records indicate that this payment is still outstanding.

Your payment is now [Number of Days] past due. Please find the invoice attached again for your convenience. Payment can be made directly through our online portal: [Link to Payment Portal].

If you have already sent the payment, please let us know. If there is an issue with the invoice or you are having trouble making the payment, please contact us so we can assist you.

Thank you,

[Your Name]

[Your Company Name]

</template>

3) Urgent Payment Request Email Template

<template>

Subject: Urgent: Invoice #[Invoice Number] is [Number of Days] Overdue

Hi [Client Name],

This is an urgent notice regarding invoice #[Invoice Number] for $[Amount Due], which was due on [Due Date]. Your payment is now significantly overdue, and we need your immediate attention to resolve this matter.

We have sent previous reminders but have not yet received payment or a response. To avoid any interruption of service or the application of late fees as per our terms, please submit your payment promptly.

You can settle the invoice immediately using our secure payment portal: [Link to Payment Portal]. A copy of the invoice is attached for your records.

If you believe you have received this email in error or are facing issues with the payment, please contact us immediately so we can find a solution.

Sincerely,

[Your Name]

[Your Company Name]

</template>

4) Final Notice Email Template

<template>

Subject: Final Notice: Immediate Action Required for Invoice #[Invoice Number]

Hi [Client Name],

This is our final notice regarding the outstanding payment for invoice #[Invoice Number], which was due on [Due Date]. The amount of $[Amount Due] remains unpaid despite our previous communications.

Please be advised that if we do not receive payment within [e.g., 5 business days], we will be forced to [State Consequence, e.g., suspend your account and forward your details to a collections agency] as outlined in our terms of service. We hope to avoid this.

To settle your account and ensure uninterrupted service, please submit your payment immediately via our secure portal: [Link to Payment Portal]. The original invoice is attached for your reference.

If you believe this notice was sent in error or have already submitted payment, please contact us right away.

Sincerely,

[Your Name]

[Your Company Name]

</template>

5) Legal Action Warning Email 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 notification regarding your outstanding invoice #[Invoice Number] for $[Amount Due], which was due on [Due Date]. Despite our multiple attempts to contact you and resolve this matter, the invoice remains unpaid.

We have exhausted all other means of collection and have been left with no alternative but to consider legal action to recover the debt. This is our final communication before we escalate this matter to our legal counsel.

To avoid this course of action, we require full payment of $[Amount Due] within [e.g., 10 business days] from the date of this email. Please be aware that if we proceed with legal action, you may be liable for additional costs, including court fees and legal expenses.

You can settle the invoice immediately here: [Link to Payment Portal]. The original invoice is attached for your reference.

If you wish to resolve this matter or believe this notice has been sent in error, you must contact us immediately.

Sincerely,

[Your Name]

[Your Company Name]

</template>

What About Using Flodesk?

While these templates help manage the necessary task of chasing payments, your client communication shouldn't stop there. Flodesk provides the tools to build and nurture customer relationships through email marketing, turning one-time clients into repeat customers.

Our intuitive builder lets you design and automate emails that reflect your brand's quality, helping you grow your business. Start creating emails your audience will love to open by signing up for Flodesk.

Wrapping Up

Clear, professional communication is essential, whether you're collecting a late payment or welcoming a new client. Having the right tools for the job makes all the difference.

Continue building your business with emails that look as professional as you are. Get started with Flodesk.