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}
Stage 2 — Firm past-due notice (day 7 late). Subject line: Past due: invoice #{number} (now {days} days late)
Stage 3 — Final notice (day 14 late) + phone call. Subject line: Final notice before escalation — invoice #{number}
Stage 4 — Formal demand letter (day 30 late, send by email + certified mail). Subject line: FORMAL DEMAND FOR PAYMENT — invoice #{number}
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.
