Overdue payment reminder emails
Three emails that get firmer as an invoice gets later, without falling out with a customer you want to keep. Fill in the details once and every email updates.
The three emails
1. Friendly reminder, 7 days late
Subject: Statement for [account name]: [amount] now due
Hi [name], A quick reminder that [amount] on your account was due on [due date]. Your statement is attached. You can pay by [how to pay]. If it's already on its way, thank you, and please ignore this email. [your name and business]
2. Firm reminder, 14 days late
Subject: Overdue: [amount] on account [account name]
Hi [name], We haven't yet received [amount], which was due on [due date] and is now two weeks overdue. Please pay within the next 7 days to keep your account open for new orders. You can pay by [how to pay]. If there's a problem with an invoice, reply to this email and we'll sort it out. [your name and business]
3. Account on hold, 30 days late
Subject: Account on hold: [amount] overdue
Hi [name], Your account is now on hold because [amount], due on [due date], is a month overdue. We can still serve you for cash or card in the meantime. As soon as the balance is paid, your account reopens. You can pay by [how to pay]. Please note that under the Late Payment of Commercial Debts (Interest) Act 1998 we are entitled to add statutory interest and fixed compensation to overdue invoices. We would prefer not to, so please settle the balance this week. Please note that late fees may apply under our terms of sale. We would prefer not to charge them, so please settle the balance this week. [your name and business]
Want to quote the exact amount? The late payment calculator gives you a paragraph to paste in instead.
Tips that get you paid faster
- Send them on the same days every month. Customers learn that you notice.
- Always attach the statement and the way to pay. Every extra step is a reason to wait.
- Phone as well as email at 14 days. A two-minute call often finds the real problem, like a missing purchase order number.
- Follow your own credit policy. If you say the account goes on hold at 30 days, put it on hold.