Late Payments & Collections
Invoice Follow-Up Email & Text Templates (Free)
Short answer
Use a four-stage template sequence: a friendly day-1 reminder, a firm 7-day past-due notice, a 14-day final notice with phone-call prompt, and a 30-day formal demand letter. Same wording for every customer keeps it professional and defensible.
Most late invoices are recovered with templates, not with willpower. The templates below are written to be plugged directly into your invoicing tool's automated reminder schedule, so the work happens without you having to draft a fresh message each time. Replace {bracketed} fields with your own data.
Stage 1 — Friendly reminder (due date or day 1 late)
Subject line: Quick reminder: invoice #{number} from {your-business}
Hi {customer-first-name}, just a heads up that invoice #{number} for {amount} was due {today / yesterday}. Here is the payment link in case it got buried: {link}. If you've already sent it, please ignore this — and thank you. — {your-name}
SMS version: Hi {first-name}, friendly reminder that invoice #{number} for {amount} from {your-business} was due {today / yesterday}. Pay here: {link}. Thanks!
Stage 2 — Firm past-due notice (day 7 late)
Subject line: Past due: invoice #{number} (now {days} days late)
Hi {customer-first-name}, invoice #{number} for {amount} is now {days} days past due. The original due date was {due-date}. Please remit payment by {new-deadline} to avoid the late fee disclosed in our terms ({late-fee-rate} per month). Payment link: {link}. If there's a problem with the invoice or the work, please reply or call me at {phone} so we can resolve it. — {your-name}
Stage 3 — Final notice (day 14 late) + phone call
Subject line: Final notice before escalation — invoice #{number}
Hi {customer-first-name}, this is a final notice on invoice #{number} for {amount}, now {days} days past due. The balance with the late fee is now {new-total}. I will be calling you tomorrow at {time} to resolve this. If payment is not received by {deadline}, I will be handing this invoice over to collections / filing in small-claims court. Payment link: {link}. — {your-name}
Always make the call. Document the conversation: who answered, what they said, what was promised, by when.
Stage 4 — Formal demand letter (day 30 late, send by email + certified mail)
Subject line: FORMAL DEMAND FOR PAYMENT — invoice #{number}
Dear {customer-full-name}, This letter constitutes formal demand for payment of invoice #{number} dated {invoice-date} in the original amount of {amount}, now {days} days past due. Total balance with disclosed late fees: {new-total}. Despite prior written and verbal requests on {dates}, payment has not been received. Unless full payment is received at the address below by {deadline} (10 business days from the date of this letter), I will pursue all available remedies including {referral to collections / filing of mechanic's lien on the property at {address} / filing of a claim in {county} small-claims court}, and you will be responsible for any additional costs, court fees, and interest permitted by law. Payment may be made by {methods} or by check to {address}. Sincerely, {your-name}, {your-business}
Frequently asked questions
How often should I send invoice reminders?
A common cadence is: day 0 (due date), day 7 late, day 14 late, day 30 late. More than that becomes harassment and less than that is too easy to ignore.
Should I send invoice reminders by text or email?
Both. Texts get higher open rates for early reminders; email is better for late-stage notices because it creates a defensible paper trail. Most service businesses see the best response from a text + email combo.
Put this guide to work.
Glo Invoice automates reminders, takes online payments, and tracks your AR — free for 14 days.
Sources & further reading
Primary sources we consulted when writing and reviewing this guide.