Overdue invoice wording should escalate in firmness, starting polite and friendly (e.g., "Just a friendly reminder...") and becoming more direct, mentioning late fees and consequences (e.g., "This is a final notice... legal action may follow") as time passes, always including invoice details, due dates, payment links, and contact info, and offering solutions like payment plans.
I wanted to politely remind you about Invoice [Invoice Number], which is currently [Number of Days] days overdue. The original invoice was sent on [Date] and the due date was [Due Date]. The total outstanding amount is [Amount Due].
The late payment letter should be professional, yet friendly, and clearly communicate the urgency of the situation while providing the necessary information for payment. Mention the outstanding invoice details: Provide specific details about the overdue invoice, including the invoice number, date, and the amount owed.
Sequence 1: Standard 30, 60, and 90-Day Unpaid Invoice Emails
Dear [Client's Name], This is our final notice regarding Invoice #[Invoice Number] dated [Invoice Date] with an outstanding balance of [Amount]. This invoice is now 90 days past due, and we must request immediate payment. Please be advised that, per our agreement, this invoice may now be subject to late fees.
Invoice [invoice number] is now overdue by [number of days overdue]. If we do not receive payment within 10 working days, we will refer the matter to a collection agency. As a last resort, we will seek to resolve the matter in court.
If you're wondering how to request payments, payment reminder emails are the best way to do so. Based on our firsthand experience, a phone call or request for payment via text message are options, but will likely annoy your customer.
How Do You Write a Friendly Payment Reminder?
If an invoice was sent to a customer but hasn't been paid, it's considered an outstanding invoice. Other terms for outstanding invoices include unpaid invoices and open invoices. However, they're slightly different from past-due or overdue invoices, which refer to outstanding payments after the due date.
How to write good reminder emails
Examples of Overdue Payments in a sentence
If there are Overdue Payments outstanding for more than thirty (30) days, Modernizing Medicine reserves the right to suspend Users' access to the Software until such amounts are paid in full.
Hi [client name]. This is a friendly reminder for payment on invoice [invoice number], due today, [due date]. Please submit payment by the close of business today to avoid any late fees. You'll find the original invoice attached to this email.
30+ days late
If your client hasn't made payment (or meaningful contact) within 30 days of the invoice becoming due, it may be time to issue a letter before action (LBA), or to pass over the matter to a debt collection agency. An LBA gives your client formal notice that legal action is imminent.
Send a friendly nudge before the invoice due date, then follow up with firmer messages if the payment becomes overdue. Include key details to get faster payments by listing the invoice number, payment link, and your business name in the subject line so clients can act quickly and avoid confusion.
Dear [customer name], This is a reminder that invoice [number] is now [X] days overdue and beyond the set payment terms. Please arrange the payment as soon as possible to avoid escalation. If you're having any difficulties paying, let me know and we can discuss a solution.
Use a polite and positive tone throughout
Instead, express understanding and willingness to assist if there are any issues. For example, phrases like: “Please let me know if you need any help with the payment process” “I understand things can get busy, so just wanted to send a quick reminder”
belated delinquent outstanding tardy unpaid. WEAK. behind time behindhand due held up hung up jammed long-delayed mature not punctual owing payable unpunctual unsettled.
Best Expression: “I apologize for the delay. Traffic congestion on the highway has caused an unforeseen delay. I am making my way and will be there in 10 minutes. Please proceed with the meeting without me if necessary.”
To politely ask for late payment, send a friendly, factual reminder email the day after the due date, including the invoice number, amount, and a link to the original invoice, keeping a helpful tone and offering assistance for any questions or issues, while gently escalating firmness with subsequent reminders if needed, but always maintaining professionalism and offering payment options.
Email subject: Invoice #123 is two weeks overdue
We have now reminded you several times of your payment for Invoice #123, at the amount of $____. This is just another reminder that your payment is now two weeks overdue. Please send us a response if you received these reminders, or if you lost your invoice.
A gentle reminder message sample usually starts with a polite opening, briefly states the purpose (e.g., following up on [Topic/Meeting/Invoice]), acknowledges the recipient might be busy, and asks for an update or action, making it easy to respond, often with a simple "Thanks!" or "Let me know if you need anything". Key elements include a clear subject line like "Quick Follow-Up on [Topic]" and a helpful tone that offers assistance if needed, rather than demanding an immediate response.
After 30 days, generally, the late payment will appear on your credit report. Late payments generally stay on your credit report for 7 years from the date of the missed payment, though the older a late payment is, the less of an impact it typically has on your credit score.
I'm reaching out to you to remind you that your payment of [payment total] for invoice [invoice number] with us is [number of days] overdue. According to our records, you should've received the invoice I'm referring to in the mail on July 5, 2022. This is a courtesy reminder and we understand that you're busy.
Past Due Invoices? 6 Steps to Get Paid (Templates & Examples)
How To Handle Late Payments