Payment reminder letter

Chase an overdue invoice politely, without the awkwardness.

Most late invoices are forgotten, not refused. A clear, polite reminder with the invoice number, the amount and how to pay usually gets the money moving.

Why use it

A written reminder is easier to act on than a phone call: everything they need to pay is in one place.
Choose a friendly first reminder or a firmer second one, so your tone matches the situation.
It gives you a dated record of each reminder, which matters if you ever need to escalate.

How it works

Add your business details and who you are writing to.
Enter the invoice number, the amount, the original due date and a new pay-by date.
Add how to pay and pick a friendly or firm tone.
Check the wording, edit anything you like, then download or copy the letter.

Good to know

Send the reminder a day or two after the due date, not weeks later. The sooner you ask, the fresher the invoice is in their mind.
Always attach or resend a copy of the invoice. "We never received it" is the most common reason for not paying, and it removes the excuse.
A pay-by date of 7 days is common for a first reminder. A specific date ("by 14 March") works better than "as soon as possible".

Questions

How many reminders should I send before a final demand?

Many businesses send a friendly reminder just after the due date, a firmer one a week or two later, and then a final demand. Keep a note of each one and the date you sent it.

Should I add late payment interest?

Only if your contract or terms allow it, or the law where you are gives you that right. Some countries let businesses charge statutory interest on late business payments. Check before you add it.

What if the customer says they have already paid?

The letter already asks them to send the payment date and reference. Check your bank records, and if the money is there, thank them and close it off.

Is anything I type saved?

Only on your own device, so your business details are ready next time. Nothing you type, including the customer's name or the amount, is sent to us.

Please note

Provided free, as is, for general use. It is not legal, financial or debt-collection advice. You are responsible for the content of any letter you send and for checking that the amount and dates are correct. Rules on chasing debts, charging interest and contacting customers vary by country, so check your local rules or a qualified adviser. Do not use this to create false or misleading documents or to demand money that is not owed.