Past Due Invoice Email Templates (Copy and Use)

Why Templates Help

Writing a chase email from scratch every time is slow, inconsistent, and — because it feels personal — often delayed longer than it should be. Templates give you a professional, neutral starting point that you can send quickly without agonising over the wording.

The templates below escalate in tone. Start with the gentlest and move down the list only if necessary.

Template 1: Due Date Reminder (Day of or Day Before Due Date)

Subject: Invoice INV-[number] Due Today — [Your Business Name]

Hi [Name],

Just a quick reminder that invoice INV-[number] for [amount] is due today ([due date]).

If you've already arranged payment, please ignore this message. Otherwise, my bank details are:

Account name: [Your name]

Account number: [number]

Sort code / BSB / Routing: [code]

Reference: INV-[number]

Please don't hesitate to get in touch if you have any questions.

Thanks,

[Your name]

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Template 2: First Overdue Notice (3–7 Days Late)

Subject: Overdue Invoice INV-[number] — Action Required

Hi [Name],

I hope you're well. I wanted to follow up on invoice INV-[number] for [amount], which was due on [date] and appears to still be outstanding.

I've attached a copy of the invoice in case it's been mislaid.

Could you let me know an expected payment date, or flag if there's anything that needs to be resolved on your end?

Thanks in advance,

[Your name]

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Template 3: Second Notice (2 Weeks Overdue)

Subject: Second Notice: Invoice INV-[number] — [Amount] Outstanding

Hi [Name],

I'm following up again on invoice INV-[number] for [amount], which is now [X] days overdue.

I'd appreciate a response confirming either:

(a) When payment will be processed, or

(b) If there is an issue with the invoice that needs to be resolved

I'm available to discuss if that would help.

[Your name]

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Template 4: Firm Notice (3–4 Weeks Overdue)

Subject: Outstanding Invoice — Formal Notice — INV-[number]

Hi [Name],

Despite previous reminders, invoice INV-[number] for [amount] dated [invoice date] (due [due date]) remains unpaid — now [X] days overdue.

Please arrange payment within 5 business days. If payment is not received by [specific date], I will need to consider further options including [late payment interest / referral to a debt collection agency / legal action] as outlined in my terms and conditions.

I would prefer to resolve this without escalation and remain open to discussing the matter if you have concerns.

[Your name]

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Template 5: Final Notice Before Action (30+ Days Overdue)

Subject: FINAL NOTICE — Invoice INV-[number] — Immediate Action Required

Dear [Full Name],

This is a final notice regarding invoice INV-[number] for [amount], which has been outstanding since [due date] — now [X] days past due date.

Despite multiple written reminders on [dates], this amount remains unpaid.

Unless full payment is received by [date — 7 days from now], I will proceed with [debt recovery / small claims court / formal legal action] to recover the outstanding amount plus any applicable late payment fees and recovery costs.

To resolve this matter, please pay immediately using the details below:

[Bank details]

If you wish to discuss a payment arrangement, please contact me before [date].

[Your name]

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Tips for Using These Templates

Personalise. Add a brief personal note where appropriate — especially for templates 1 and 2. "I know you've been busy with [project]" softens a reminder without reducing its effect.

Attach the invoice every time. Don't assume it was received. Attachment = no excuse of "I never got it."

Note the date you send each email. If this escalates to legal action, your chase history is your evidence.

Call after template 3. At the 2-week mark, a phone call alongside the email significantly increases response rates.

Stay factual. Avoid emotional or accusatory language even if you're frustrated. Professional tone throughout protects you legally and preserves the relationship if the client has a genuine reason for delay.