Unpaid Invoice Letter Template: 4 Free Copy-Paste Examples
An invoice is overdue and you need to say something — professionally. These four templates cover every stage: from the first gentle nudge to the final formal notice. Copy, personalise, and send. That's it.
Always include the invoice number: This tells the client exactly what you're chasing. No vague references.
✓
State the amount and due date clearly: Don't make them search for it. Put it in the opening paragraph.
✓
Include a direct payment link: Remove all friction. A Stripe link, PayPal, or bank transfer details.
✓
Give a specific deadline: "Payment by Friday" works better than "as soon as possible".
✓
Escalate in tone — not in anger: Each letter should be slightly more serious. Never rude or aggressive.
Template 1: First reminder
Invoice 1–5 days overdue. Assume it was an oversight.
Subject: Invoice #[NUMBER] — Payment Reminder
Hi [Client Name],
I hope you're well. I'm following up on Invoice #[NUMBER] for [AMOUNT],
which was due on [DATE].
If you've already arranged payment, please disregard this — it may have crossed.
If not, here are the details:
Invoice #: [NUMBER]
Amount: [AMOUNT]
Due date: [DATE]
Payment link: [LINK]
Please let me know if you have any questions.
Thanks,
[Your Name]
Template 2: Second reminder
Invoice 7–14 days overdue. Still professional, but more direct.
Subject: Invoice #[NUMBER] — [X] Days Overdue
Hi [Client Name],
I'm following up again regarding Invoice #[NUMBER] for [AMOUNT].
This invoice was due on [DATE] and is now [X] days overdue.
I haven't received payment or a response to my earlier reminder sent on [DATE].
Could you let me know when I can expect payment?
I'd appreciate settlement by [DATE + 5 DAYS] if possible.
Invoice: [ATTACHMENT or LINK]
Payment: [PAYMENT LINK]
Please reach out if there's an issue I should be aware of.
Thanks,
[Your Name]
Template 3: Urgent notice
Invoice 14–30 days overdue. Firm, clear, mentions consequences.
Subject: Urgent — Invoice #[NUMBER] — [AMOUNT] Outstanding
Hi [Client Name],
Invoice #[NUMBER] for [AMOUNT] is now [X] days overdue,
and I haven't received payment despite two previous reminders.
This is now a matter I need to resolve urgently.
Per our agreement, a late fee of [X]% per [week/month] may be applied
to balances outstanding beyond [original terms] days.
Please arrange payment immediately: [PAYMENT LINK]
If you are having difficulty, contact me at [EMAIL] to discuss a payment plan.
If I don't receive payment or hear from you by [DATE],
I will have no choice but to escalate this matter.
Regards,
[Your Name]
[Business Name]
Template 4: Final notice
Invoice 30+ days overdue. Last step before legal action.
Subject: Final Notice — Invoice #[NUMBER] — Legal Action Pending
Dear [Client Name],
This is my final notice regarding Invoice #[NUMBER] for [AMOUNT],
originally due on [DATE] and now [X] days overdue.
I have sent [NUMBER] previous reminders, on [DATE 1], [DATE 2], and [DATE 3].
If payment in full is not received by [FINAL DATE],
I will commence proceedings to recover this debt without further notice.
This may include:
• A formal Letter Before Action
• Small claims court proceedings
• Referral to a debt collection agency
These actions will incur additional costs, which I will seek to recover from you.
Payment link: [LINK]
Amount due: [AMOUNT]
Yours sincerely,
[Your Full Name]
[Business Name]
[Address]
When to send each letter
Days overdue
Template to use
Expected outcome
1–5 days
Template 1
~60% pay after this
7–14 days
Template 2
~25% pay after this
14–30 days
Template 3
~10% pay after this
30+ days
Template 4
Remaining — legal track
These are approximate — payment rates vary by industry, invoice size, and client type. The key is consistency: send each letter on schedule, every time.
Automate these letters completely
Writing and sending these letters manually takes time, willpower, and discipline. Most freelancers procrastinate on step 2 or 3 because it feels uncomfortable — and that's why invoices go cold.
Chaser sends all four stages automatically, on the right days, with your name and reply-to address. You add the overdue invoice once — Chaser handles the rest until they pay.
Set up automatic invoice chasing in 5 minutes
Chaser sends all 4 stages automatically. Free for up to 3 invoices.