TemplatesFeb 12, 2026
8 invoice reminder email templates that actually get you paid
Copy-paste email templates for every stage of the collection process — from friendly pre-due nudge to final notice. Free to use.
Read articleAccording to a 2024 QuickBooks study, 73% of small businesses have at least one invoice that is more than 30 days overdue at any given time. The average US small business is owed $304,066 in unpaid invoices.
- Freelancer on r/freelance: “The worst part about late payments is not the money. It's the mental energy spent worrying about whether to chase it, how hard to push, and whether you'll lose the client if you do.”
When an invoice crosses the due date, the conversation shifts. You need templates that reference lateness directly, mention fees and consequences, and escalate appropriately. Here are 8 late payment templates covering every scenario you will face.
Each template is designed for a specific late payment scenario. Replace the [BRACKETED] fields with your details and you're ready to send. Looking for pre-due and on-due-date reminders? See our invoice reminder email templates.
Quick note: Invoice [#INVOICE] was due on [DUE DATE]
Hi [CLIENT NAME], I hope all is well. I wanted to let you know that invoice [#INVOICE] for [AMOUNT] was due on [DUE DATE] and appears to still be outstanding. This may have simply slipped through the cracks, so I wanted to flag it before it gets further behind. Invoice details: - Invoice: [#INVOICE] - Amount due: [AMOUNT] - Due date: [DUE DATE] [PAYMENT LINK / BANK DETAILS] If you have already sent payment, please disregard this message. Otherwise, I would appreciate it if you could arrange payment at your earliest convenience. Thanks, [YOUR NAME]
Invoice [#INVOICE] is 7 days past due: late fee notice
Hi [CLIENT NAME], I am following up on invoice [#INVOICE] for [AMOUNT], which was due on [DUE DATE], now 7 days overdue. I wanted to remind you that per our agreed payment terms, a late fee of [LATE FEE AMOUNT/PERCENTAGE] will be applied to balances outstanding more than [GRACE PERIOD] days past the due date. To avoid this additional charge, please arrange payment by [LATE FEE DATE]. Invoice details: - Invoice: [#INVOICE] - Amount due: [AMOUNT] - Original due date: [DUE DATE] - Late fee applies after: [LATE FEE DATE] [PAYMENT LINK / BANK DETAILS] Please let me know if there is an issue with the invoice or if you need to discuss anything. Regards, [YOUR NAME]
Invoice [#INVOICE]: late fee now applied, updated balance: [TOTAL WITH FEE]
Hi [CLIENT NAME], Invoice [#INVOICE] is now 14 days past the due date of [DUE DATE]. As outlined in our payment terms, a late fee of [LATE FEE AMOUNT] has been applied to the outstanding balance. Updated balance: - Original invoice amount: [AMOUNT] - Late fee ([PERCENTAGE] on overdue balance): [LATE FEE AMOUNT] - Total now due: [TOTAL WITH FEE] This is the third notice regarding this payment. I value our working relationship and would like to resolve this promptly. [PAYMENT LINK / BANK DETAILS] Please arrange payment within the next 5 business days. If you have questions about the late fee or the original invoice, I am happy to discuss. Regards, [YOUR NAME]
Invoice [#INVOICE]: checking in on payment status
Hi [CLIENT NAME], I am reaching out regarding invoice [#INVOICE] for [AMOUNT], which is now [DAYS] days past due. I have sent a couple of reminders and have not heard back, so I wanted to check in directly. Is there a reason the payment has been delayed? I ask because I want to understand if there is: - A problem with the invoice or the work delivered - A cash flow issue I should be aware of - An internal approval delay on your end - Something else entirely I would rather have an honest conversation now than let this drag on. Whatever the situation, I am sure we can work something out. Invoice details: - Invoice: [#INVOICE] - Amount: [AMOUNT] - Due date: [DUE DATE] A quick reply would be greatly appreciated. Thanks, [YOUR NAME]
Invoice [#INVOICE]: payment plan option available
Hi [CLIENT NAME], I understand that circumstances sometimes make it difficult to pay an invoice in full. Invoice [#INVOICE] for [AMOUNT] is now [DAYS] days past the due date of [DUE DATE], and I would like to find a resolution that works for both of us. I am open to setting up a payment plan. For example: - Option A: Two equal payments of [HALF AMOUNT], one now, one in 30 days - Option B: Three payments of [THIRD AMOUNT], spread over the next 60 days - Option C: A different arrangement that fits your situation If you would like to take advantage of one of these options, please reply and let me know which works best. I will confirm the schedule in writing so we both have clarity. The key thing is that we agree on a plan and start making progress on the balance. [PAYMENT LINK / BANK DETAILS] Looking forward to hearing from you. Regards, [YOUR NAME]
FORMAL DEMAND: Invoice [#INVOICE], [AMOUNT], 30+ days overdue
Dear [CLIENT NAME], This letter serves as a formal demand for payment of the outstanding balance on invoice [#INVOICE]. Despite multiple reminders sent on [DATES OF PREVIOUS REMINDERS], the following balance remains unpaid: - Invoice: [#INVOICE] - Original amount: [AMOUNT] - Late fees accrued: [LATE FEE TOTAL] - Total amount due: [TOTAL WITH FEES] - Original due date: [DUE DATE] - Days overdue: [DAYS] Per our agreement dated [CONTRACT DATE], payment was due within [PAYMENT TERMS] days of invoice. You are now in breach of these terms. I am requesting full payment within 10 business days of this notice. If payment is not received by [DEADLINE DATE], I will be compelled to: - Engage a collections agency to recover the debt - Report the outstanding balance to credit bureaus - Pursue legal remedies available under our agreement and applicable law I strongly prefer to resolve this matter between us. If you wish to discuss a payment arrangement, please contact me within 5 business days. [PAYMENT LINK / BANK DETAILS] Regards, [YOUR NAME] [YOUR BUSINESS NAME]
NOTICE: Account suspension, Invoice [#INVOICE] overdue
Dear [CLIENT NAME], I am writing to inform you that due to the continued non-payment of invoice [#INVOICE] for [AMOUNT] (due [DUE DATE], now [DAYS] days overdue), I will be suspending [SERVICE/ACCESS/WORK] effective [SUSPENSION DATE]. This means: - [SPECIFIC CONSEQUENCE 1, e.g., "Access to your account will be deactivated"] - [SPECIFIC CONSEQUENCE 2, e.g., "All ongoing work will be paused"] - [SPECIFIC CONSEQUENCE 3, e.g., "Scheduled deliverables will be placed on hold"] Services will be reinstated within [TIMEFRAME] of receiving full payment of the outstanding balance of [TOTAL WITH FEES]. Outstanding balance: - Invoice: [#INVOICE] - Original amount: [AMOUNT] - Late fees: [LATE FEE TOTAL] - Total due: [TOTAL WITH FEES] [PAYMENT LINK / BANK DETAILS] I regret having to take this step and would prefer to resolve this amicably. If you are experiencing difficulties, please contact me before [SUSPENSION DATE] so we can discuss alternatives. Regards, [YOUR NAME] [YOUR BUSINESS NAME]
Invoice [#INVOICE]: late fee waiver if paid by [DATE]
Hi [CLIENT NAME], I wanted to reach out with a proposal regarding the outstanding invoice [#INVOICE]. The current balance including the late fee is [TOTAL WITH FEE]. However, I am willing to waive the [LATE FEE AMOUNT] late fee entirely if you can arrange payment of the original invoice amount of [ORIGINAL AMOUNT] by [WAIVER DEADLINE]. To be clear: - Pay [ORIGINAL AMOUNT] by [WAIVER DEADLINE]: late fee waived in full - After [WAIVER DEADLINE]: the full balance of [TOTAL WITH FEE] applies I would rather get this resolved quickly than continue adding fees. This offer is valid as a one-time exception. [PAYMENT LINK / BANK DETAILS] Let me know if you would like to take advantage of this, or if you need to discuss further. Thanks, [YOUR NAME]
Get AI Summary
The best late payment strategy starts before the invoice is even overdue. Clear payment terms on every invoice set expectations upfront and give you legal standing to enforce late fees. For guidance on exact wording, see our late payment fee wording guide.
Include payment terms in your contract or proposal, not just the invoice. This gives clients advance notice and makes enforcement straightforward.
Be explicit about when late fees start. 'Net 30' means payment is due in 30 days, but does not say what happens on day 31. Spell it out.
Vague terms like 'late fees may apply' have no teeth. State the exact percentage or flat amount: '1.5% per month on balances past 14 days.'
Payment terms should appear on every invoice, not just the first. Include them in the footer or a dedicated 'Payment Terms' section.
When sending a late payment notice, reference the specific clause: 'Per Section 4 of our agreement...' This reinforces legitimacy.
Show clients the exact math. Our late payment interest calculator makes it easy to compute accrued fees on any overdue balance.
Need to calculate how much interest has accrued? Use our late payment interest calculator to get the exact amount.
Copy these clauses into your invoice footer, contract, or terms of service. Customize the amounts and timeframes to fit your business.
A late fee of 1.5% per month (18% per annum) will be applied to all invoices not paid within 14 days of the due date. Late fees are calculated on the outstanding balance from the date the payment was originally due.
A flat late fee of $[AMOUNT] will be charged on any invoice not paid within [GRACE PERIOD] days of the due date. This fee will be added to each subsequent statement until the balance is paid in full.
Invoices not paid within 14 days of the due date will incur a late fee of $[AMOUNT]. An additional fee of $[AMOUNT] will be applied for every subsequent 14-day period the balance remains unpaid, up to a maximum of [CAP AMOUNT/PERCENTAGE] of the original invoice.
In accordance with the Late Payment of Commercial Debts Act / [YOUR JURISDICTION], interest will be charged at [RATE]% above the [BASE RATE] on invoices not paid by the due date. Interest accrues daily from the due date until payment is received in full.
For a deeper dive into late fee wording, read our full guide: Late payment fee wording for invoices.
Templates solve the “what to say” problem. Automation solves the “when to say it” problem. Most late payments escalate not because of bad clients, but because the follow-up was too slow.
Stop chasing late payments manually. Let ChaseBot handle the follow-up.
ChaseBot adds SMS reminders with a 98% open rate on top of email. It integrates directly with Xero and stops reminders the instant your client pays. Learn more about our invoice reminder software.
These templates handle the words. ChaseBot handles the timing, the tracking, and the follow-up. Set it up once and never chase a late invoice manually again.
Try ChaseBot freeCopy-paste email templates for every stage of the collection process — from friendly pre-due nudge to final notice. Free to use.
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