Unfortunately, late payments are an inevitable part of business. 

More often than not, it’s just an innocent mistake. Clients can be forgetful, disorganised, or it might have just slipped through the cracks somewhere along the line. 

For whatever reason it might’ve happened, one thing remains the same; you need to get paid. 

To help you assert without compromising good customer service, this article will provide six overdue invoice email templates to help you get paid faster. We’ll provide templates for different stages, including:

  • The initial invoice. 
  • The first nudge (14 days before the due date)
  • The final nudge (2 days before the due date)
  • Less than 14 days overdue.
  • More than 14 days overdue.
  • 25 days overdue. 

If you’d like advice about writing invoices themselves, check out our article, “How to fix common invoice mistakes”. Or, for some guidance on writing work emails, why not try, “How to write a professional business email”.

Initial invoice

The first email should be polite and professional. Just give them your contact details and a copy of the invoice. 

Template

Subject line: [insert your business name here] – [invoice reference]

Dear [customer name],

We’ve attached a copy of the following invoice:

[invoice reference] – [invoice amount] for [brief summary of the work you performed].

If you have any questions about payment methods, or the amounts mentioned in the invoice, please don’t hesitate to get in touch.

All the best,

[your name]  

The first nudge (14 days before the due date)

Nothing is overdue yet. This email is just a polite reminder, so it’s much the same as the first one. 

Template

Subject line: [insert your business name here] – [invoice reference]

Dear [customer name],

I hope you’re well.

We’re writing to remind you that your invoice, [invoice reference] – [invoice amount] for [brief summary of the work you performed], is due on [due date].

If you have any questions about payment methods, or the amounts mentioned in the invoice, please don’t hesitate to get in touch.

All the best,

[your name]

The final nudge (2 days before the due date)

If it’s getting this close to the due date, you should start applying some gentle pressure. Again, nothing is late yet, so keep it polite. This is mainly just a reminder in case they’ve forgotten.

Template

Subject line: [insert your business name here] – [invoice reference]

Dear [customer name],

I’m getting in touch with you in regard to the following invoice:

[invoice reference] – [invoice amount] for [brief summary of the work you performed].

The invoice is due on [due date], and I would greatly appreciate it if you could confirm receipt of this invoice and advise if payment has been scheduled.

I have attached a copy of the invoice for your reference. If you require any further details from our side then please let me know.

Many thanks,

[your name]

Less than 14 days overdue

If the email is late by more than a couple days, it’s time to start chasing the payment. If you have any additional late fees, now’s the time to mention them. 

Template

Subject line: [business name] – Overdue Invoice – [invoice reference]

Dear [customer name],

Following up on my previous email, I’m getting in touch about the outstanding invoice:

[invoice reference] for [amount]

This invoice is now overdue, so could you please advise me of the status of the payment. Please let me know if there are any issues that have delayed the payment, and we can send any relevant information to you promptly. 

I have attached a copy of the invoice which includes the due date and payment terms for your reference.

Many thanks,

[your name]

More than 14 days overdue

This is when to start applying some real pressure. You can keep a polite tone, but don’t be afraid to be more direct. 

Now that the payment is late, you’re entitled to add “statutory interest” (8%) to the payment. If you decide to charge them, let them know. Then, attach an updated invoice with the new amount. 

Template

Subject line: [business name] – Overdue Invoice – [invoice reference]

Dear [customer name],

Further to my previous emails, I’m contacting you about the invoice due to [your business name] for [invoice amount].

(OPTIONAL) I have attached a copy of the invoice with added interest, as the payment is now more than 14 days overdue. If you’d like to discuss the added charge please get in touch and we can go over the details.

Please advise of the status of the payment as the invoice is now more than 14 days overdue, and if I can provide any further information or documentation to allow your payment, then do let me know.

Best wishes,

[your name]

25 days overdue 

If it gets to this stage, it’s likely that you’re being ignored, so you should start taking legal measures to deal with the situation. 

This email should let them know that you’re taking legal action, unless they pay immediately. 

Template

Subject line: [business name] – Overdue Invoice – [invoice reference]

Dear [customer name],

I’m getting in touch about the invoice [reference] for [amount] that still remains unpaid.

After several attempts to contact you with no payment, we will shortly begin legal action in order to collect the money you owe for our services. If we receive the payment immediately, then we will close the issue without legal intervention. Please get in touch if there is anything you need from our side to get this closed.

The final invoice is attached for your reference.

Regards,

[your name]

Create custom invoices with Countiongup

With the Countingup app, you can create invoices in seconds, get notifications when you’re paid, and receive automatic invoice matching so you don’t have to worry about bookkeeping admin. 

Countingup is the business current account with built-in accounting software that allows you to manage all your financial data in one place. With features like automatic expense categorisation, invoicing on the go, receipt capture tools, tax estimates, and cash flow insights, you can confidently keep on top of your business finances wherever you are. 

You can also share your bookkeeping with your accountant instantly without worrying about duplication errors, data lags or inaccuracies. Seamless, simple, and straightforward! 

Find out more here.

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