Past Due Invoice Email Template and Examples

Chasing late payments is never fun, but it’s a reality for many businesses. When invoices go unpaid, your cash flow takes a hit, operations slow down, and stress levels rise. That’s where a well-crafted past due invoice email can make all the difference. 

Instead of sounding aggressive or desperate, the right message strikes a balance between professionalism and urgency, nudging clients to pay without damaging the relationship. 

In this post, we’ll share effective past due invoice email templates and examples you can use to save time, maintain client trust, and get paid faster.

Key takeaways:

• Send past due invoice emails promptly and consistently to keep payment top of mind.
• Maintain a professional and polite tone that escalates firmness gradually.
• Clearly communicate payment terms and attach invoices to avoid confusion.
• Use automated reminders and flexible payment options to simplify payment.
• Monitor payment status regularly and address disputes or chronic late payments proactively.

Past Due Invoice Email Templates and Examples

Sequence 1: Standard Unpaid Invoice Emails for 30, 60, and 90 Days Past Due

30 Days Past Due Invoice Email

When an invoice is just a month overdue, it’s important to send a polite and professional reminder. This early follow-up helps keep the payment on your client’s radar without sounding pushy. Here’s a simple email template you can use for invoices that are 30 days past due.

Subject: Friendly Reminder – Invoice #1043 Is Now 30 Days Overdue

Body:
Hi [Client Name],

I hope you’re doing well! I wanted to send a quick reminder that invoice #1043, dated [Invoice Date], is now 30 days past due with a total amount of $[Amount].

If you’ve already sent the payment, please disregard this message. Otherwise, we’d appreciate it if you could process the payment at your earliest convenience. You can make a payment here: [Payment Link]

Let me know if you have any questions or if we can help with anything on our end.

Thank you!
Best regards,
[Your Name]
[Your Company Name]

60 Days Past Due Invoice Email

If an invoice remains unpaid after 60 days, it’s time to step up the communication with a more direct yet courteous reminder. This email gently emphasizes the urgency while still offering support to resolve any issues. Here’s an example you can use for invoices 60 days past due.

Subject: Action Required – Invoice #1043 Now 60 Days Overdue

Body:
Hi [Client Name],

We noticed that invoice #1043, dated [Invoice Date], is now 60 days overdue. The outstanding balance is $[Amount].

We understand that things get busy, but we kindly ask that you settle the balance or get in touch if there's an issue we should be aware of.

To pay now, just click here: [Payment Link]

Please reach out if you need a copy of the invoice or have any concerns. We appreciate your prompt attention to this matter.

Sincerely,
[Your Name]
[Your Company Name]

90 Days Past Due Invoice Email

When an invoice is over 90 days past due, it’s critical to send a firm but professional final notice. This email clearly communicates the seriousness of the situation while encouraging immediate payment or dialogue to avoid further actions. Here’s a template you can use for invoices 90 days overdue.

Subject: Final Notice – Invoice #1043 Is 90+ Days Overdue

Body:
Hi [Client Name],

This is our final reminder regarding invoice #1043, which is now over 90 days past due. The total outstanding amount is $[Amount], and we haven’t received any communication or payment.

We value our relationship and would prefer to resolve this matter without further action. Please submit payment by [Final Due Date] or let us know how you’d like to proceed.

Payment link: [Payment Link]

If we don’t hear from you within the next [X] business days, we may need to escalate this to collections per our terms.

Thank you for your immediate attention.
[Your Name]
[Your Company Name]

Sequence 2: Unpaid Invoice Email Escalation

The Remainder

At this stage, you’re giving a gentle reminder that the invoice is still unpaid, keeping the tone friendly but clear. It helps nudge the client without creating tension.

Subject: Friendly Reminder: Invoice #1043 Still Outstanding

Body:

Hi [Client Name],

I hope you’re well! I wanted to quickly remind you that invoice #1043 for $[Amount] is still outstanding. If you’ve already sent payment, thank you! Otherwise, please let us know if you need any assistance or a copy of the invoice.

Looking forward to your response.

Best,
[Your Name]
[Your Company Name]

The Nudge

If the first reminder didn’t get a response, it’s time to be a bit more insistent. This email lightly stresses the importance of timely payment while still offering assistance if needed.

Subject: Quick Follow-Up: Payment for Invoice #1043

Body:

Hi [Client Name],

Just following up on my previous email regarding invoice #1043, which is still unpaid. We understand things get busy, so please let us know if there’s anything we can do to assist or if you need additional details to process the payment.

You can pay directly here: [Payment Link]

Thanks for your attention to this.

Kind regards,
[Your Name]
[Your Company Name]

On Notice

Here, the tone shifts to a more serious warning. You inform the client that continued non-payment could lead to consequences, but you remain open to communication.

Subject: Important: Invoice #1043 Payment Is Overdue

Body:

Hi [Client Name],

I wanted to bring to your attention that invoice #1043 remains unpaid and is now significantly overdue. We value your business and hope to resolve this promptly. Please be aware that continued delay may affect your account status.

If there are any issues or questions preventing payment, please contact us as soon as possible.

Thank you,
[Your Name]
[Your Company Name]

The Direct Ask

This email is straightforward and unambiguous. You clearly request immediate payment or a response to avoid escalation, making it clear this is a critical stage.

Subject: Immediate Attention Required: Overdue Invoice #1043

Body:

Hi [Client Name],

We have yet to receive payment for invoice #1043, and this is a final request for immediate settlement. Please arrange payment of $[Amount] by [Due Date] to avoid further action.

If payment has already been made, kindly disregard this message or confirm so we can update our records.

Thank you for your prompt attention.

Sincerely,
[Your Name]
[Your Company Name]

The Final Notice

The last step before formal collection or other actions. This message firmly states the overdue status and potential next steps if payment isn’t received, while still allowing a final chance for resolution.

Subject: Final Notice: Invoice #1043 Overdue – Action Required

Body:

Dear [Client Name],

This is the final notice regarding the unpaid invoice #1043 totaling $[Amount], now over [X] days past due. Unless payment is received or we hear from you by [Final Deadline], we will have to escalate this matter, which may include collections or legal steps.

We strongly encourage you to get in touch to resolve this promptly.

Best regards,
[Your Name]
[Your Company Name]

How to Reduce Late Payments

Here are some effective practices to help reduce late payments:

1. Set Clear Payment Terms Upfront

Avoid confusion and disputes, and establish clear payment expectations from the start. Include the due date, acceptable payment methods, invoice submission process, late fees, and any grace periods in both your service contracts and your invoices. Review these terms with your client before beginning any work to ensure mutual understanding and agreement.

2. Invoice Promptly and Accurately

The sooner you send an invoice, the sooner it can be paid. Issue invoices as soon as the product is delivered or the service is completed. Double-check that all details—such as line items, totals, client information, and tax rates—are correct. Mistakes or omissions can delay payment while the client requests corrections.

3. Use Automated Reminders

Manual follow-ups can be inconsistent or time-consuming. Set up automated email reminders that trigger before the due date (e.g., 3 days prior), on the due date, and at regular intervals afterward. These reminders keep your invoice visible and reduce the likelihood that it gets lost in your client’s inbox.

4. Offer Multiple Payment Options

Eliminate friction at the point of payment and offer convenient payment methods such as credit card, ACH transfer, wire, PayPal, or digital wallets. The more flexibility you provide, the more likely clients will complete payment quickly. Avoid limiting clients to slow or outdated payment methods.

5. Provide Early Payment Incentives

Reward clients who pay ahead of schedule. Even a modest discount—like 1–2% off for payments made within 10 days—can motivate faster payment. These incentives not only improve cash flow but also show appreciation for prompt payers.

6. Charge Late Fees

To encourage timely payments, introduce a late fee policy—clearly outlined in your contract and invoice terms. For example, you might charge a flat fee or a percentage (e.g., 1.5% per month) for overdue invoices. This helps signal that you take payment deadlines seriously and discourages habitual lateness.

7. Build Strong Client Relationships

Clients are more likely to pay on time when there's mutual respect and clear communication. Stay in regular contact, be responsive, and build trust. A healthy working relationship can make clients prioritize your invoices over others.

8. Regularly Review and Follow Up

Keep a close eye on your accounts receivable aging report. Identify overdue invoices and follow up with friendly, personalized messages. Don’t wait too long to check in—timely follow-ups show you’re attentive and professional, which can prompt quicker payments.

9. Use Accounts Receivable Software

Use accounts receivable automation software like DepositFix to streamline your entire receivables process. These tools allow you to automate reminders, generate reports, reconcile payments, and manage follow-ups with less effort—ultimately helping you reduce delays and focus on growth.

Turn Late Payments Into On-Time Payments with DepositFix

Managing overdue invoices can be stressful and time-consuming, but DepositFix simplifies the entire payment process so you get paid faster and with less effort. With powerful features designed to keep your cash flow steady, DepositFix empowers your business to stay on top of payments and reduce delays. Here’s how it helps:

• Automated invoice creation and timely payment reminders ensure your clients never miss a due date
• Multiple flexible payment options, including credit cards, ACH, and PayPal, make it easy for clients to pay how they prefer
• Real-time payment tracking and detailed reporting give you full visibility into outstanding balances and payment history
• Seamless integration with QuickBooks and other accounting tools reduces manual work and keeps your financial data up to date

DepositFix automates these steps and saves you time, reduces payment friction, and strengthens your client relationships. Don’t let late payments slow your growth — start using DepositFix today and turn overdue invoices into on-time payments!

Conclusion

Late payments can disrupt your cash flow and create unnecessary stress, but having a clear and professional approach to following up can make all the difference. Using thoughtfully crafted past due invoice emails helps you maintain strong client relationships while encouraging timely payments. Pairing these email strategies with best practices—such as setting clear payment terms, offering flexible payment options, and leveraging automated reminders—will further reduce delays and keep your business running smoothly.

To take your receivables management to the next level, consider using tools like DepositFix that automate invoicing, send timely reminders, provide multiple payment options, and integrate seamlessly with your accounting system. With the right combination of communication and technology, you can turn late payments into on-time payments, improving your cash flow and freeing up valuable time to focus on growing your business.

FAQs

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