How To Write An Overdue Invoice Email? – Customizable Templates

Chasing past due and overdue invoices requires sending multiple emails that differ from one situation to another. Here we provide you with the best tips to write your invoice payment reminder email. We also provided the best invoice payment reminders and overdue email templates based on the chasing stage with your client.

Note: You may also need to read our 2022 tips for writing a fast-paid invoice. You could also consider reading our best practices to chase your outstanding and past due invoices.

Tips To Write A Compiling Overdue Invoice Emails

During your process of chasing your past due invoices, you need to send various reminders through emails for your outstanding invoices and overdue invoices. Here are some best practices that will help you express and outline your overdue email correctly:

Document all your efforts

At first glance, you may think that is not necessary. But it is really important as many bad debt clients will claim they received no invoice, no reminders, and no past due emails. So, you should document all the invoices, reminding emails, overdue invoice emails, and more.

Schedule your process

You should define a schedule-based chasing process. This will reduce the headache of what you will do in the next step. Everything is defined and all steps will be achieved in the specified time.

Note: if you use invoicing software, it will take care of all these procedures within the timeline and calendar you specified. You only need to follow up and monitor.

Your email tone should be suitable

According to your post invoice chasing system, you would send several emails to your clients. Some of these emails are invoice issuing notices, early reminders, or past due invoice letters.

You need to use a suitable tone for the type of email you are sending. For example, the initial payment reminder is much more friendly than an overdue email for a client who is late for more than 60 days. The latter would be informed of the penalties and legal procedures that you may take.

For early emails and reminders, you can use statements like: It is just a friendly reminder; could you please; I am just asking if you have paid the invoice. For all emails, even the overdue, try to use gentle expressions and avoid any words that would make him feel shameful for not paying.

Remind Your Clients of Your Service

You need to mention all the details – without redundancy – related to your transaction. In case he missed the invoice, he remembers your service and its cost. You should also add the invoice number, issuing date, the total amount, and the payment due date.

The shorter your email, the better

Although you need to remind your client of the details, you also have to be as short as possible. Being short means mentioning only the necessary information and to-the-point statements. 

Send your reminder & overdue invoice email to the right person

After you point out your reminder or past due email, try to send the email to the right representatives. The whole email should be directed to him: his name at the top, use suitable pronouns and cite a specific situation if possible.

If you use invoicing software with a tracking feature, it records everything automatically without you paying any attention to this.

Defined further steps and call to action

In your emails, always define the next step and the call to action required. Try to put the call to action in a place where the eye could catch. You also remind him of the next step you may take and the consequences of not paying the invoice.

Reminder Invoice Email Sample & Templates

Here is a sample or a template of a reminder invoice email that you can customize to suit your business and the type of transaction you had. This template is suitable for your invoice reminder email before the end of the due date.

Invoice Reminder Email Subject

The Email Subject: [Enter your company name, service or product, and the invoice number]

Invoice Reminder Email Body

Hi [Your client’s first name], I hope this email finds you well. This is [your name] from [your company]. I am only contacting you to drop a quick reminder of your [product name] invoice (No. [the invoice number]). I just want to remind you of the following: The total payment required is [##]The missing data is {date}The due date [date]Discount for paying in the first 10 days is [#% if any discount] You just need to make a payment here: [Your company payment option]. For further inquiries, please email me at any time or reach out to me directly at [your business phone number]. I would be really grateful if you confirm with me that everything is working fine on track for payment. Best wishes, [Your name] Note: Attach a PDF copy of the invoice and any relevant documentation.

Overdue & Past Due Invoice Templates And Samples

When the invoice becomes overdue, you need to change the tone of your emails. It does mean to be rude or harsh, you should rather change the content of your email. Try to outline a firm communication with the consequences of not paying the due payment.

The First Overdue Invoice Email

Here is a past due invoice email template suitable to be immediately after passing the invoice due date:

• Overdue Invoice Email Subject

The Email Subject: [Enter your company name + service or product name + invoice + #number ]

• Overdue Invoice Email Body

Hi [Your client’s first name], I hope you are well. This is [your name] from [your company].  I am contacting you respecting the [product or service] invoice that carries the No. ### with a total amount owned ($###). We haven’t yet received the payment, although the due date was [the invoice due date]. We have sent you [number of reminder emails] reminder emails related to this invoice. I just want to remind you of the late payment penalty [the payment terms]. You just need to make a payment here: [Your company payment option]. For further inquiries, please email me at any time or reach out to me directly at [your business phone number]. I would be grateful if you confirm with me that everything is working fine on track for payment. Best wishes, [Your name] Note: Attach a PDF copy of the invoice and any relevant documentation.

The Second Overdue Invoice Email

Seven days after the first overdue invoice email, you can send another reminder email with further information added:

• Second Overdue Invoice Email Subject

The Email Subject: [Enter your company name + service or product name + invoice + #number ]

• Second Overdue Invoice Email Body

Hi [Your client’s first name], I hope you are well. This is [your name] from [your company].  I am contacting you respecting the [product or service] invoice that carries the No. ### with a total amount owned ($###). We have reached now [number of days overdue] days overdue. This negatively affects our business and results in delaying our services for other clients. This necessitates taking an IMMEDIATE payment. I also want to inform you that after 2 days we are going to apply the late payment penalty [the payment terms] specified in the original invoice. You just need to make a payment here: [Your company payment option]. For further inquiries, please email me at any time or reach out to me directly at [your business phone number]. Best wishes, [Your name] Note: Attach a PDF copy of the invoice and any relevant documentation.

You should later schedule emails after every 10 days, by changing the variants (number of days overdue, further penalty, further step you will take .. etc.). 

But when the number of days overdue passes 90 days, you should follow the best practices of past due invoices and the legal procedures to be taken. In addition, you need to send a specific email warning him of the consequences.

90 Days Overdue Invoice Email

Based on the debt recovery options you are going to take, you outline an email of these details with a tolerant period of 5 days, for example. You need to be firm and to the point:

• 90 days Overdue Invoice Email Subject

The Email Subject: [Enter your company name + service or product name + invoice + #number ]

• 90 days Overdue Invoice Email Body

Hi [Your client’s first name], It is an official email that requires an IMMEDIATE action. The [product or service] invoice that carries the No. ### with a total amount owned ($###) has not yet been paid. You have now reached 90 overdue days.  In addition to the penalties specified in the invoice payment terms. We inform you that we are going to take the following legal actions:1st potion2nd option3rd option We only offer you 2 tolerant days. You could make a payment here: [Your company payment option]. Regards, [Your name] Note: Attach a PDF copy of the invoice and any relevant documentation.

Final overdue notice Email template

If the client took no action after the notice or tolerant period, you plan your legal procedure and officially inform him that you just took these legal procedures.

• Final Notice Overdue Invoice Email Subject

The Email Subject: [Legal procedures against your post due invoice #number ]

• Final Notice Overdue Invoice Email Body

Hi [Your client’s first name], This is an official email from [your company name] regarding the [product or service] invoice that carries the No. ### with a total amount owed for us is ($###).  We have reached [number of overdue days]. So, we want to inform you that we have just started to implement the following legal procedures:1st potion2nd option3rd option Our company sent you multiple emails before and after the payment due date to arrange the payment. But you ignored all these attempts. I hope this issue will come to an end soon. Regards, [Your name] Note: Attach a PDF copy of the invoice and any relevant documentation.

Automation Solutions

If you want to automate this chasing process and avoid this headache. You can use Online Invoices software to manage, chase, track, monitor, and follow up with all your overdue invoices and transactions. It is a perfect choice for all small and medium-sized businesses with customization options.