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Overdue Payment Final Notice Email — Final Attempt Before Collections
Get paid on seriously overdue invoices. Our templates provide final notices that are firm but professional.
Email Template
Hi [Client Name], This is a final notice regarding invoice #[NUMBER] for $[AMOUNT], which was due on [Original Due Date] and is now [X] days overdue. **Invoice Details:** - Invoice Number: #[NUMBER] - Original Amount: $[AMOUNT] - Original Due Date: [Date] - Days Overdue: [X] days - Late Fee (if applicable): $[Amount] - Total Amount Due: $[Total Amount] **Previous Attempts:** I've sent [X] previous reminders on [dates] but have not received payment or communication regarding this invoice. **This Is Your Final Opportunity:** To avoid further action, payment must be received by [Final Deadline Date]—[X] days from today. **Payment Options:** Please remit payment immediately via one of these methods: - **Credit Card**: [Payment link] - **Bank Transfer**: [Bank details] - **PayPal**: [PayPal email] - **Check**: [Mailing address] **If Payment Is Not Received:** If payment is not received by [Final Deadline Date], I will have no choice but to: - Suspend all work on current and future projects - Turn this account over to a collections agency - Pursue legal action to recover the amount owed - Report this to credit bureaus (if applicable) **If You're Experiencing Financial Difficulties:** I understand that circumstances can be challenging. If you're facing financial difficulties, please contact me immediately at [Phone] or [Email] to discuss payment arrangements. I'm willing to work with you to find a solution, but I need to hear from you by [Final Deadline Date]. **Next Steps:** 1. Make payment immediately using one of the methods above, OR 2. Contact me by [Final Deadline Date] to discuss payment arrangements I hope we can resolve this amicably. Please respond to this email or call me at [Phone] to confirm payment or discuss options. This is my final attempt to resolve this matter before taking further action. Best regards, [Your Name] [Your Company] [Phone] [Email]
How to use: Copy the template above and replace the placeholders (like [Client Name], [Project Name], etc.) with your actual information.
When to Use This Template
Best Practices
State Consequences Clearly
Be specific about what will happen next: work suspension, account referral to a collections agency, or legal action. "If payment is not received by [date], we will suspend all active services and refer this account to our collections partner." Vague threats are ignored; specific consequences prompt action.
Provide One Last Easy Path to Resolve
Even in a final notice, include a direct phone number or email for the client to resolve the issue immediately. Some clients at this stage have been avoiding the situation and need a clear, easy way back. "To resolve this today, call me directly at [number] and we can discuss a resolution." Leave the door open for a conversation.
Document Everything
Send this email with read-receipt requested and keep copies of all previous correspondence. If this escalates to legal proceedings, your paper trail is your evidence. Reference the dates of previous reminders in the email itself: "Following our reminders on [date 1], [date 2], and [date 3]..." demonstrates consistent, professional follow-up.
Separate Emotion from Action
Write this email when you are calm, not when you are frustrated about the unpaid invoice. Have a colleague review it before sending. The final notice should read as a professional business communication, not a personal grievance. Emotional language undermines your credibility and weakens your position if legal escalation becomes necessary.
Pro Tips
- Send final notices only after multiple attempts (typically 30+ days overdue)
- Be firm but professional—avoid emotional language
- Set a clear, firm deadline (typically 7-14 days)
- Explain consequences clearly (collections, legal action, work suspension)
- Offer to discuss payment plans if they're having financial difficulties
- Document everything for potential legal action
What Makes This Template Effective
Firm but Professional
Maintains professionalism while being clear about consequences.
Clear Consequences
Explains what happens if payment isn't received.
Final Opportunity
Provides one last chance to resolve before escalation.
Payment Options
Makes it easy to pay immediately with multiple options.
Documentation
Creates clear paper trail for potential legal action.
Urgency Creation
Creates appropriate urgency with firm deadlines.
Frequently Asked Questions
When should I send a final notice?
Send final notices after 30+ days overdue and after you've sent at least 2-3 previous reminders. This should be your last attempt before collections or legal action. Typically, this is 30-60 days after the due date.
What tone should I use in final notices?
Be firm but professional. Avoid emotional language, threats, or personal attacks. State facts clearly: amount owed, days overdue, deadline, and consequences. Maintain professionalism—you may need this for legal purposes.
Should I offer payment plans in final notices?
Yes, offer to discuss payment arrangements. Some clients genuinely can't pay but want to resolve it. However, set boundaries: "Contact me by [date] to discuss arrangements." Don't let them delay indefinitely.
What if they still don't pay after final notice?
Follow through on consequences. Suspend work, send to collections, or pursue legal action depending on the amount and your contract. Don't make empty threats—if you say you'll do something, do it. This protects your business and sets expectations for future clients.
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