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Follow-Up Letter After a Broken Payment Promise

Once a client has promised to pay, the conversation changes. They've already agreed they owe the money and named a date, so there's no need to argue about the invoice again. This letter states exactly what was promised and asks for a firm replacement commitment. The specific facts are what make it work.

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The template

[Your Firm Name]
[Your Address]

[Date]

[Client Contact Name]
[Client Company]

RE: Missed payment due [Promised Date]

Dear [Client Name],

On [Date of Promise], [Name of Person Who Promised] told us that [$Promised Amount] would be paid by [Promised Date]. We have not received it.

The balance on invoice #[Number] is now [$Total Past Due] and [Number] days past due.

Please make the promised payment by [Response Deadline]. If that date no longer works, call or email me before then with one that does, and we'll confirm the new plan in writing.

Sincerely,

[Your Name]
[Your Firm Name]
[Phone] | [Email]

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When to use this letter

  • A client gave you a specific payment date or amount and missed it.
  • You wrote down who made the promise and when.
  • You want to keep the relationship but make it clear the missed commitment was noticed.

Tips

  • Write down every promise when you get it: the date, the amount, and who said it. The letter is only as strong as your notes.
  • Follow up within two or three days of the missed date. Waiting tells them the promise didn't matter.
  • Get the new commitment in writing, even if it's a one-line reply email.
  • Two broken promises in a row is a pattern. Decide your next step before you need it.

Stop tracking this by hand

ReceivAR logs every payment promise, flags it the day it's missed, and drafts this letter with the promise details filled in.

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This is a general business-communication template, not legal advice. You are responsible for compliance with the laws that apply to your collections activity.