How To Write a Past Due Invoice Email: Tips and Templates

Invoicing is an essential part of any business process, and it is important to ensure that invoices are paid on time in order to maintain a healthy cash flow. Unfortunately, sometimes customers fail to pay their invoices on time, leaving businesses in a difficult situation. In such cases, it is important to take action and remind customers of their overdue invoices. Sending an effective past due invoice email is a great way to do this, as it quickly and clearly communicates the importance of paying the invoice. In this blog post, we will discuss why it is important to send a past due invoice email, what to include in the email, and tips for making sure your message is effective.

Why send past due invoice emails?

Emailing past-due invoices is crucial because it lets you collect money while still being cordial with customers. Many customers fail to make payments simply because they overlooked a deadline or misplaced an invoice. You can easily remind them of your expectation by sending them an email with a past-due invoice. These emails ensure businesses have the operating cash flow they require and reduce the number of unpaid balances to be tracked.

What is a past due invoice email?

An email that you send to clients when they are late paying an invoice is known as a past due invoice email. It contains details on what they owe, when the payment was due, and how to proceed with the transaction. Due to the large number of clients who conduct the majority of their communications online, email is a useful channel for sending overdue messages. You politely follow up with clients about their outstanding balance when sending a past due invoice email to keep their accounts in good standing.

Tips for writing a past due invoice email

Here are some guidelines to follow when crafting a successful email reminder for past-due invoices:

How to write a past due email

You can use the steps listed below to create a successful past-due invoice email:

1. Mention the invoice in the subject

Start by writing a subject that references the invoice. In the subject line, mention the invoice to draw the recipient’s attention and remind them that they have a payment due. To give the email more context, mention the company name or what the invoice is for. Here are a few examples of subject lines for emails regarding past-due invoices:

2. Include a polite opening

Start the email with a cordial salutation to the client. Being cordial is crucial because you want to request payment while still opening the door for potential future business relationships with the client. Use the client’s preferred name when addressing them, and think about mentioning their purchase in a sentence or a question. This establishes a positive connection before making your request.

3. Reference the due date and amount

Describe the due date for the invoice and the amount the client owes. Make sure you have the correct amount by checking the client’s account and earlier communications. To highlight these crucial details, think about using formatting techniques like bolding and spacing.

4. Explain payment options

Give a call to action and spell out how clients can send payments. Include a link that the client can click to enter their card or banking information if you use an online payment portal. You can also state the address for a money order or check sender. Make it simple for the customer to pay right away to avoid sending another reminder

5. Specify next steps

Describe your late fee policy and any penalties for non-payment, if applicable. In most cases, you can skip including this information in your first past-due email. Sharing the next steps with the client can encourage them to submit payment if the payment is several months overdue or if they ignore communications. Putting the account in bad standing, adding fees, or even taking legal action in extreme cases are some examples.

Past due invoice templates

When emailing clients about a late payment, use the following sample emails as a template:

Recent due date

Start with a polite reminder that keeps a positive tone if an invoice is only a few days past due, like this one:

Hello [Client name],

Hello and I hope you are happy with [products or services] and your day. I’m sending you this email to remind you that your [amount] payment was due on [due date]. Ive attached your invoice [reference number] for your convenience.

You can submit payment by [explain payment method]. If you have a moment, I’d appreciate a response confirming payment to ensure that you received the invoice. If you have any questions, Im happy to help.

Thanks!
[Your name]

Late overdue payment

Follow up with more emails to clients reminding them to pay the invoice when a late period lasts for a long time. Compared to the initial notice, emails for extremely late invoices may need to be more direct:

Dear [Client name],

I’m writing because our records show that there is a balance due for the invoice with reference number [reference number] that was due on [due date]. This payment is now [amount of time] past due, and we want to close this account. If you missed the initial notification, the original invoice is attached.

If you would mind responding to this email and letting me know when we can expect payment, please disregard this message and let me know. I’m willing to answer any inquiries you may have regarding the payment procedure.

Best,
[Your name]

Final notice

Try sending a final notice outlining your procedure for dealing with past-due payments if a client ignores multiple attempts to contact them:

Hi [Client name],

This is an urgent message regarding your account with [business]. The invoice with the reference number is [number of days] past due and needs to be paid right away. It was due on [due date]. The current amount due is [amount].

Weve attempted to contact you multiple times about arranging payment. Please be aware that additional late fees of [amount] may apply in accordance with our original agreement for each additional day of late payment. We reserve the right to send this account to collections in the event that we do not receive full payment by [date]. To maintain the status of your account, please get in touch with me as soon as possible.

Sincerely,
[Your name]

Example past due invoice email

You can draw inspiration from the following invoice email sample for a past-due account when creating your own business communications:

Subject: Dragonfruit Designs: Invoice #67091

Good morning Clara,

I’m writing to give you a friendly reminder that your $300 payment for graphic design services was due on June 28, 2021. I hope you’re doing well and enjoying your new logos. Ive attached your invoice #67091 for your convenience.

Writing a check payable to Dragonfruit Designs or using the safe payment gateway on my website are both acceptable methods of payment. I’d appreciate it if you could email me back as soon as it’s convenient and let me know that you received this message. Please let me know if I can assist you with any questions you may have regarding your invoice.

Thanks!
Brianna Wellows

How to handle past-due invoices | Morgan Law @FinePoints

FAQ

How do you politely remind an unpaid invoice?

I hope you are well. I wanted to send you a quick note to remind you that your payment is due for our invoice with the reference number [invoice amount] on [date due]. If you could confirm that everything is on track for payment, I would really appreciate it.

How do you politely ask for overdue payment?

When you call, introduce yourself and say politely and firmly that you have repeatedly followed up by email regarding a late payment. If at all possible, try to arrange for credit card or direct transfer payment over the phone. Obtain a firm commitment regarding the due date and payment method if that is not possible.

How do I make a past due invoice?

1. Invoice number and date.
2. Amount owing.
3. Payment terms such as late fees.
4. Reminders of previous letters.
5. Instructions for payment (include links in emails)
6. Your contact information.