Collections Copilot / Templates
Overdue invoice email templates
Three templates, one for each stage of chasing a late invoice. Copy them, fill in the brackets, send. The escalation matters more than the wording: each email should be firmer than the last.
The three stages at a glance
| When | Stage | Goal |
|---|---|---|
| Day 1 to 3 overdue | Friendly nudge | Assume it slipped. Make paying easy. |
| Day 7 to 14 overdue | Firm reminder | State the amount, the delay, and a payment date. |
| Day 30+ overdue | Final notice | Hard deadline and a stated consequence. |
1. Friendly nudge (day 1 to 3)
Most late invoices are not refusals. They are forgotten emails, missed approvals, or a payment stuck in someone's queue. Keep it short and give them the payment link again.
Subject: Quick check on invoice #[number]
Hi [Name],
Quick one. Invoice #[number] for [project or service] ($[amount]) was due on [due date] and I don't see it on my end yet.
Could you check whether it went through? I've attached it again in case it got buried. You can pay by [payment link or ACH details].
Thanks,
[Your name]
2. Firm reminder (day 7 to 14)
By now a polite nudge has failed, so stop being vague. Name the invoice, the amount, how overdue it is, what you already sent, and the exact date you expect payment. Ask for one thing.
Subject: Invoice #[number] is [X] days overdue
Hi [Name],
Following up on invoice #[number] for [project or service]. It was due on [due date], so it is now [X] days past due, with $[amount] outstanding. I sent a reminder on [date].
Please arrange payment by [specific date]. You can pay here: [payment link or ACH details].
If there is an issue with the invoice, tell me what it is and I'll sort it out right away.
Thanks,
[Your name]
3. Final notice (day 30+)
No warmth, no apology. A deadline and a consequence you will actually follow through on. If you are not willing to pause work or apply the late fee in your contract, do not write it.
Subject: Final notice: invoice #[number], $[amount]
Hi [Name],
Invoice #[number] for $[amount] is now [X] days overdue. I followed up on [dates] and have not had a reply.
I need payment in full by [date]. If I don't have it by then, I will [pause work on the project / apply the late fee in our agreement / refer the account for collection].
Pay here: [payment link or ACH details]. If you need a payment plan, reply by [date] and we can agree one.
[Your name]
This is general guidance, not legal advice. Check your contract before stating late fees or next steps.
Rules that make these work
- Reply on the original thread. The invoice and your earlier reminders stay visible.
- Put the invoice number and amount in the body, not just the subject or attachment.
- Use a date, not "soon". "By Friday the 15th" gets paid. "Soon" does not.
- One ask per email. Pay by a date, or tell you what is wrong.
- Always include the payment link or details again. Remove every step between reading and paying.
Questions
When should I send the first overdue invoice email?
The day after the due date, or up to three days after. Earlier than that feels pushy, later than a week and you lose the easy "it slipped my mind" window.
How many reminders should I send before a final notice?
Usually two: a friendly nudge, then a firm reminder about a week later. If both go unanswered, send the final notice around day 30.
Should I call instead of emailing?
Email first so there is a written record, then call after the firm reminder if you get no reply. Follow any call with a short email confirming what was agreed.
Skip the copy and paste
Collections Copilot reads the Gmail thread you have open and drafts the right follow-up for you. Invoice number, amount and due date filled in. You review and hit send.
Add to Chrome, free 3 drafts a month free