Overdue notice email template
A firmer message once an invoice is well past due.
An overdue notice should state how many days late the invoice is, what happens next, and by when. Stay factual and avoid accusation; naming a specific consequence and date is what moves it, not stronger wording.
At a glance
| Use it when | An invoice is fourteen days or more past due |
|---|---|
| Length | 80 to 120 words |
| Tone | Firm, factual, not hostile |
| Ask for | Payment by a named date, with a stated next step |
The template
Subject lines that work with it
- Overdue: invoice [number], [days] days past due
- Invoice [number] - [amount] outstanding
- Action needed: invoice [number]
How to write this email well
- State the number of days late as a fact. It removes any argument about whether the deadline passed.
- Name the next step and the date it happens. Vague warnings get ignored.
- Copy in accounts payable if you have only been writing to your contact. It often resolves within a day.
Questions
When does an invoice become genuinely overdue?
Once the agreed terms have passed. Fourteen days beyond that is the point to change tone.
Should I pause work?
If your terms allow it, say so plainly and give a date. Stopping without warning damages the relationship more than the delay.
What if there is still no response?
Escalate in writing to a named person with a final date, then follow whatever process your terms set out.
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Use this template in Gmail
Copy the HTML above and paste it into Mailplate, the free Gmail extension that inlines the CSS so the layout survives sending. Or edit the wording directly in the preview and insert it into your message.
See Mailplate