Late Payment Reminder

Professional Late Payment Reminder Templates

Get paid on overdue invoices without damaging client relationships. Our templates escalate appropriately from friendly reminder to formal notice.

Email Template

Subject Line:

Friendly Reminder: Invoice #[NUMBER] Due [DATE]

Email Body:

Hi [Client Name],

I hope you're doing well!

I wanted to follow up on invoice #[NUMBER] for $[AMOUNT], which was due on [DATE]. I understand things can slip through the cracks, so I wanted to bring this to your attention.

**Invoice Details:**
- Invoice Number: [NUMBER]
- Amount Due: $[AMOUNT]
- Original Due Date: [DATE]
- Days Overdue: [X] days

If you've already sent payment, please disregard this message and thank you! If not, I'd appreciate if you could process this at your earliest convenience.

**Quick Payment Options:**
- Pay by card: [Payment link]
- Bank transfer: [Your bank details]
- PayPal: [Your PayPal email]

If you have any questions or need to discuss payment arrangements, I'm happy to chat.

Thanks so much,
[Your Name]
[Your Company]

How to use: Copy the template above and replace the placeholders (like [Client Name], [Project Name], etc.) with your actual information.

Pro Tips

Send the first reminder 3-5 days before the due date as a courtesy
Remain professional and assume positive intent—most late payments are oversights
Always include easy payment options to reduce friction
Document all communication for your records
Escalate tone gradually: friendly → firm → formal → final notice
Consider offering payment plans for clients with genuine cash flow issues

What Makes This Template Effective

Progressive Tone

Templates range from friendly reminder to formal notice as time passes.

Clear Action Required

Unmistakably communicates what you need and by when.

Relationship Preserving

Firm but professional language that maintains the client relationship.

Multiple Stages

Templates for 7-day, 14-day, 30-day, and final notice stages.

Payment Options

Reminds clients of easy payment methods to reduce friction.

Documentation Ready

Creates paper trail for potential collections or legal action.

Frequently Asked Questions

When should I send the first late payment reminder?

Send a friendly reminder 3-5 days before the due date, then immediately on the due date if unpaid. First formal reminder should go out 3-7 days after the due date.

How often should I follow up on late payments?

Follow up weekly for the first month: Day 7, Day 14, Day 21, Day 30. After 30 days, switch to more formal notices every 2 weeks. Consider pausing work at 15-30 days overdue.

Should I charge late fees?

Yes, if your contract includes them. Common late fees are 1-2% per month or a flat fee ($25-50). Mention the late fee policy in your reminder, but consider waiving for first-time offenses from good clients.

When should I stop work for non-payment?

Most freelancers pause work after 15-30 days overdue. Communicate this clearly: "Per our agreement, I'll need to pause work on [project] until the outstanding balance is resolved." This often prompts payment.

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