Past-due invoice letter

The first note is for a few days after the due date. The second is for about 30 days late, after a first reminder went unanswered. The final notice is for about 60 days late. Name a late fee, collections, or another next step only if the contract already allows it.

Friendly first reminder

Send this a few days after the due date. It assumes the invoice was buried, not refused. Leave out the payment link if you do not have one.

Subject: Invoice [Invoice number] for [Amount], due [Due date]

Hi [Client first name],

Invoice [Invoice number] for [Amount] was due [Due date]. It is for [Work description] at [Job address]. I don’t see a payment yet.

If it already went out, you’re all set. If not, please send [Amount], or reply with the date it will go out. I can resend the invoice if you need it. You can pay at [Payment link].

[Your name]
[Your company]
[Your phone]

Firm second notice

Send this when the invoice is about 30 days late and the first note got silence. It asks for a date. It does not add a fee.

Subject: Second notice: Invoice [Invoice number] is still open

Hi [Client first name],

Invoice [Invoice number] for [Amount] was due [Due date]. That was about 30 days ago. It is for [Work description] at [Job address]. I sent a reminder on [Date of first reminder] and have not received a payment or a reply.

Please send [Amount] by [Pay-by date], or reply with the date it will go out. You can pay at [Payment link].

[Your name]
[Your company]
[Your phone]

Final notice

Send this around 60 days, when two notes have gone nowhere. In the last paragraph, replace [Next step] with one step you will actually take, such as a late fee or collections, and only if the contract already allows it. If the contract does not allow that step, delete the paragraph. This sample is not legal advice.

Subject: Final notice: Invoice [Invoice number] for [Amount]

Hi [Client first name],

This is a final notice. Invoice [Invoice number] for [Amount] was due [Due date], about 60 days ago. It is for [Work description] at [Job address]. I wrote on [Date of first reminder] and on [Date of second notice]. The balance is still open.

Please pay [Amount] by [Pay-by date]. You can pay at [Payment link], or mail a check to [Your mailing address].

If the contract allows it, the next step after [Pay-by date] is [Next step]. If something on the invoice is wrong, reply before [Pay-by date] and point to the part.

[Your name]
[Your company]
[Your phone]

Tone and timing

• Wait until the invoice is late. A note on the due date is early, and a payment they already scheduled may still be on the way.
• A few days late, write as if the invoice was buried. Name the invoice number, the amount, the work, and the due date. Ask them to pay, or to reply with a date.
• About 30 days, be shorter. Say that you already wrote, and ask for a date you can put on the calendar.
• About 60 days, give one pay-by date. If you name a next step, name one you will actually take, and only if the contract already allows it.
• If they reply with a date, do not write again until the next business day after that date.
• Leave out an apology for asking. Leave out a story about your cash flow.
• These gaps are a practical schedule. They are not a law. If the contract says something else, follow the contract.

Longer notes on the same moments are the first reminder, the second ask, and the final reminder. The free overdue invoice email can also draft a note. It does not send it.

If you would rather not paste these by hand, Still Due can email polite reminders for you. You tap Send now for the first note. Later notes go out a week apart, with a Pay button.