Friendly Payment Reminder Letter Template
Most late invoices are simple oversights, so the first reminder should be short and friendly. It still does real work: it puts the balance in front of the right person and starts a written record that you asked.
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The template
[Your Firm Name] [Your Address] [Date] [Client Contact Name] [Client Company] RE: Invoice #[Number], [$Amount] Dear [Client Name], A quick reminder that invoice #[Number] for [$Amount] was due on [Due Date] and is still open on our books. If payment is already on the way, thank you. If not, you can pay by [Payment Method / Link]. A copy of the invoice is attached. If anything on the invoice looks wrong, let me know and I'll sort it out. Thank you, [Your Name] [Your Firm Name] [Phone] | [Email]
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Customize this letter freeWhen to use this letter
- The invoice is 1 to 30 days past due and this is your first written follow-up.
- The client usually pays on time, so an oversight is the likely explanation.
- You want a paper trail started without changing the tone of the relationship.
Tips
- Send it sooner than feels comfortable. The older an invoice gets, the harder it is to collect.
- Attach the invoice so paying takes no extra effort on their side.
- Give one clear way to pay. Every extra step slows the payment down.
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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.