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Past Due Invoice Email Templates and Examples

Past Due Invoice Email: Professional Templates That Work

Get proven past due invoice email templates, samples, and expert tips for writing overdue payment emails that maintain relationships while getting results.

How to Write a Past Due Invoice Email

Writing an effective past due invoice email requires balancing professionalism with firmness. Your email needs to clearly communicate that payment is overdue while maintaining the client relationship.

Essential Elements of Every Past Due Invoice Email:

  • • Clear subject line: Immediately identify the purpose and invoice number
  • • Professional greeting: Address the client by name
  • • Invoice details: Include invoice number, amount, and original due date
  • • Days overdue: State how many days past due the payment is
  • • Payment link: Make it easy to pay with a direct link
  • • Contact information: Provide a way for clients to reach out with questions
  • • Professional closing: Maintain courtesy even when being firm

Polite vs Firm Tone: Choosing the Right Approach

The tone of your past due invoice email should match how overdue the payment is. Start polite and gradually become firmer as time passes.

Polite Tone (1-15 days)

Use when:

  • ✓ Invoice recently became overdue
  • ✓ Client has good payment history
  • ✓ First or second reminder
  • ✓ Maintaining relationship is priority

Language to use: "friendly reminder," "wanted to check in," "if you've already sent payment," "at your earliest convenience"

Firm Tone (30+ days)

Use when:

  • ✓ Invoice significantly overdue
  • ✓ Multiple reminders ignored
  • ✓ Final notice before collections
  • ✓ Payment is critically needed

Language to use: "immediate action required," "final notice," "must receive payment by," "will be sent to collections"

Past Due Invoice Email Templates

Use these proven email templates for different stages of the collection process:

Template 1: Gentle Reminder (1-7 days overdue)

Polite

Subject Line:

Friendly reminder: Invoice #[NUMBER] payment

Email Body:

Hi [Client Name], I hope you're doing well! I wanted to send a quick reminder that Invoice #[NUMBER] for $[AMOUNT] was due on [DUE DATE]. If you've already processed payment, please disregard this email and thank you! If not, I'd appreciate if you could take care of it when you have a moment. Invoice Details: • Invoice Number: [NUMBER] • Amount Due: $[AMOUNT] • Original Due Date: [DUE DATE] • Days Past Due: [X] You can view and pay your invoice here: [PAYMENT LINK] If you have any questions about this invoice or need me to resend it, just let me know. Thanks so much! Best regards, [Your Name] [Your Company] [Phone Number]
Why this works: Assumes the best (they may have already paid), maintains friendly tone, makes payment easy with direct link.

Template 2: Second Notice (15-30 days overdue)

Balanced

Subject Line:

Second notice: Past due invoice #[NUMBER]

Email Body:

Hi [Client Name], I'm following up on Invoice #[NUMBER] for $[AMOUNT], which is now [X] days past due. I sent a reminder on [DATE] but haven't received payment yet. Current Invoice Status: • Invoice Number: [NUMBER] • Amount Due: $[AMOUNT] • Original Due Date: [DUE DATE] • Days Past Due: [X] • Late Fee Applied: $[LATE FEE] (if applicable) • Total Amount Due: $[TOTAL] If there's an issue with the invoice or if you need different payment arrangements, please let me know as soon as possible so we can work it out. Otherwise, I'd appreciate payment by [DATE - give 3-5 days]. Pay online: [PAYMENT LINK] Looking forward to resolving this soon. Best regards, [Your Name] [Your Company] [Phone Number]
Why this works: Acknowledges previous reminder, shows urgency, offers to discuss issues, sets clear deadline.

Template 3: Urgent Follow-Up (30-45 days overdue)

Firm

Subject Line:

URGENT: Invoice #[NUMBER] - [X] days past due

Email Body:

[Client Name], Invoice #[NUMBER] is now [X] days past due. Despite multiple reminders, we have not received payment. Invoice Summary: • Invoice Number: [NUMBER] • Original Amount: $[AMOUNT] • Late Fees: $[LATE FEE] • Total Amount Due: $[TOTAL] • Original Due Date: [DUE DATE] • Days Past Due: [X] This matter requires immediate attention. Payment must be received by [DATE - give 5-7 days] to keep your account in good standing. If you're unable to pay the full amount, please contact me immediately at [PHONE] to discuss payment arrangements. Ignoring this notice may result in: • Additional late fees • Suspension of services • Account sent to collections Pay now: [PAYMENT LINK] I hope to resolve this matter quickly and maintain our business relationship. Regards, [Your Name] [Your Title] [Your Company] [Phone Number]
Why this works: Creates urgency, states consequences, offers payment plan option, maintains professionalism.

Template 4: Final Notice (60+ days overdue)

Very Firm

Subject Line:

FINAL NOTICE: Invoice #[NUMBER] - Immediate action required

Email Body:

[Client Name], This is the FINAL NOTICE for Invoice #[NUMBER], which is [X] days past due. Outstanding Balance: • Invoice Number: [NUMBER] • Original Amount: $[AMOUNT] • Accumulated Late Fees: $[LATE FEE] • TOTAL AMOUNT DUE: $[TOTAL] • Days Past Due: [X] IMMEDIATE ACTION REQUIRED: Full payment must be received by [DATE - give 7 days] or this account will be forwarded to our collections agency on [DATE + 1]. Collection actions may result in: • Additional collection fees added to your balance • Negative impact on your business credit rating • Potential legal action to recover the debt • Termination of all services If you are experiencing financial hardship and need to arrange a payment plan, you must contact me at [PHONE] by [DATE] to discuss options before this account is sent to collections. FINAL PAYMENT LINK: [PAYMENT LINK] This is your last opportunity to resolve this matter directly with our company. [Your Name] [Your Title] [Your Company] [Phone Number] [Email]
Why this works: Clearly states final notice, specific consequences, firm deadline, last chance for payment plan, maintains legal standing.

Template 5: Payment Plan Offer (Any timeframe)

Collaborative

Subject Line:

Payment plan option for invoice #[NUMBER]

Email Body:

Hi [Client Name], I understand that sometimes unexpected circumstances make it difficult to pay invoices on time. Invoice #[NUMBER] for $[AMOUNT] is currently [X] days past due. Rather than send this to collections, I'd like to offer you a payment plan option: Proposed Payment Plan: • Total Amount Due: $[TOTAL] • Payment 1: $[AMOUNT] - Due [DATE] • Payment 2: $[AMOUNT] - Due [DATE] • Payment 3: $[AMOUNT] - Due [DATE] This plan would allow you to settle this invoice over [TIMEFRAME] without additional penalties. If this plan works for you, please reply to confirm by [DATE]. If you need a different arrangement, let me know what would work better and we can discuss. I value our business relationship and want to find a solution that works for both of us. Please respond by [DATE] to set up this plan. Best regards, [Your Name] [Your Company] [Phone Number]
Why this works: Shows empathy, offers concrete solution, maintains relationship, requires commitment with deadline.

Follow-Up Email Timing Guidance

Timing is crucial for effective past due invoice emails. Here's the recommended escalation timeline:

Days Past DueActionTone
1-3 daysFirst gentle reminder emailVery polite
7-10 daysSecond reminder with payment deadlinePolite but clear
15-20 daysPhone call + email follow-upProfessional, direct
30 daysUrgent notice with consequences statedFirm, businesslike
45-60 daysFinal notice before collectionsVery firm, formal
60+ daysSend to collections or pursue legal actionLegal, formal

Best Practices for Past Due Invoice Emails

  • • Personalize every email: Use the client's name and reference specific details about your working relationship
  • • Send during business hours: Tuesday-Thursday mornings typically get the best response rates
  • • Include all invoice details: Make it easy for clients to reference and verify the invoice
  • • Provide easy payment options: Include direct payment link, not just invoice attachment
  • • Keep records: Save all sent emails and responses for documentation
  • • Be consistent: Follow your stated timeline and consequences
  • • Proofread carefully: Errors undermine your professionalism and authority
  • • Follow up promptly: Respond quickly to any replies or questions

Common Mistakes to Avoid

  • • Being too aggressive too soon: Don't threaten collections after just a few days
  • • Empty threats: Only state consequences you'll actually follow through on
  • • Vague language: "Please pay soon" is less effective than "Payment due by Friday, Jan 15"
  • • All caps or excessive punctuation: "PAY NOW!!!" looks unprofessional
  • • Making it personal: Keep it about the business transaction, not personal character
  • • Not offering payment options: Some clients genuinely need a payment plan
  • • Giving up too early: Persistence pays off, but know when to escalate to collections

Stop Writing Past Due Emails Manually

Writing and sending past due invoice emails manually is time-consuming, stressful, and easy to forget. You're already busy running your business — the last thing you need is to spend hours every week chasing down payments and crafting "polite but firm" reminder emails.

InvoicePenguin handles the entire follow-up process automatically, so you get paid faster without lifting a finger or having awkward conversations.

⚡ Never Chase a Payment Again

InvoicePenguin automatically sends perfectly-timed, professional follow-up emails from gentle reminders to firm notices — all customized to your brand and automatically escalated based on how overdue each invoice is.

Start Getting Paid Automatically →

How InvoicePenguin Automates Past Due Invoice Emails

🤖

Smart Email Sequences

Automatically send the right email at the right time. Gentle reminders turn into firm notices based on how many days past due each invoice is.

  • ✓ 3 days past due: Friendly reminder
  • ✓ 10 days: Second notice
  • ✓ 30 days: Urgent follow-up
  • ✓ 60 days: Final notice
⏰

Perfect Timing, Every Time

Emails automatically sent at optimal times for maximum open rates and response. No more remembering to follow up or setting calendar reminders.

  • ✓ Sent during business hours
  • ✓ Tuesday-Thursday mornings
  • ✓ Automatic timezone detection
  • ✓ Consistent, professional cadence
✍️

Customizable Templates

Use our proven email templates or customize them with your brand voice. Every email sounds like it came from you, not a robot.

  • ✓ Your company logo and colors
  • ✓ Your preferred language and tone
  • ✓ Personalized with client names
  • ✓ Industry-specific templates
💳

One-Click Payments

Every automated email includes a secure payment link. Clients can pay with one click — no logging in, no hassle, no excuses.

  • ✓ Stripe integration (credit cards)
  • ✓ Bank transfers (ACH)
  • ✓ Mobile-optimized payment page
  • ✓ Instant payment confirmation
📊

Email Tracking & Analytics

Know exactly when clients open your emails, view invoices, and click payment links. Follow up strategically with real data.

  • ✓ Email open tracking
  • ✓ Invoice view notifications
  • ✓ Payment link clicks
  • ✓ Response rate analytics
⏸️

Smart Pause Controls

Temporarily pause automated reminders when you're in direct contact with a client. Resume anytime with one click.

  • ✓ Pause specific invoices
  • ✓ Pause for specific clients
  • ✓ Auto-resume after set time
  • ✓ Manual override anytime

What This Means For Your Business

67%
Faster Payments
Automated reminders get you paid in 15 days vs 45 days average
10+ hrs
Saved Per Month
Stop manually writing and sending follow-up emails every week
90%
Less Stress
No more awkward conversations or forgetting to follow up

See It In Action

Here's what happens automatically:

1
You send an invoice
Create and send an invoice through InvoicePenguin (takes 60 seconds)
2
Automation kicks in
InvoicePenguin automatically tracks the due date and payment status
3
Smart reminders sent
If unpaid, friendly reminders automatically escalate from gentle to firm
4
Client pays with one click
Client clicks payment link in email and pays instantly — you get notified
5
Reminders stop automatically
Once paid, all follow-up emails stop automatically. Receipt sent to client.

Frequently Asked Questions

When should I send the first past due invoice email?

Send your first reminder 1-3 days after the invoice becomes past due. This catches honest oversights quickly while maintaining a friendly tone.

How many reminder emails should I send before collections?

Typically 3-5 emails over 60 days: gentle reminder (3 days), second notice (10-15 days), urgent follow-up (30 days), final notice (45-60 days), then collections.

What subject line gets the best response for overdue invoices?

Include the invoice number and be clear about status: "Reminder: Invoice #12345 payment" for early reminders, "URGENT: Invoice #12345 - 30 days past due" for later ones.

Should I call or email for past due invoices?

Start with email for the first 1-2 reminders, then add phone calls for invoices 15+ days overdue. Phone calls are more effective for seriously overdue invoices but take more time.

Can I charge late fees on past due invoices?

Yes, but only if late fees were specified in your original invoice terms or contract. State laws vary on maximum percentages, typically 1-1.5% per month.

Related Resources

Past Due Invoice Guide

Complete guide to past due invoices with templates and best practices.

Invoice Follow-Up Emails

Softer approach for outstanding invoice follow-ups and payment reminders.

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