When to send it
After day 30, once earlier reminders and a firm deadline have passed with no payment and no reply. You should already know which agency or court process you will use and what it costs.
The full template
Template
- Subject
- Final notice: invoice [INVOICE #] will be referred on [DATE]
Dear [CLIENT NAME], This is a final notice regarding invoice [INVOICE #] for [AMOUNT], due on [DUE DATE]. Reminders were sent on [DATE 1], [DATE 2] and [DATE 3]. To date I have received neither payment nor a proposed payment date. If the full balance of [AMOUNT] is not received by [DATE, 7 TO 10 DAYS FROM NOW], the debt will be referred to [COLLECTIONS AGENCY / SMALL CLAIMS COURT] on the following business day. Any collection costs allowed under our agreement will be added to the balance. Payment details: [BANK DETAILS / PAYMENT LINK] Reference: [INVOICE #] If you believe this amount is not owed, reply in writing before that date with the reason. [YOUR NAME] [BUSINESS NAME, ADDRESS]
Variant: Shorter, for small balances
Shorter, for small balances
- Subject
- Final notice: invoice [INVOICE #]
[CLIENT NAME], Invoice [INVOICE #] ([AMOUNT]) remains unpaid after three reminders. Unless it is paid by [DATE], I will file a small claim for the amount plus allowable costs. Payment: [LINK] [YOUR NAME]
Mistakes to avoid
- Sending it as a bluff. If the date passes and nothing happens, every future invoice gets paid later.
- Adding fees or interest your contract does not allow.
- Insulting or emotional language. This email may end up in front of a third party; write it so it reads well there.
- Discussing the debt with anyone at the client company who is not responsible for it.
FAQ
What is the difference between a final notice and a collections letter?
The final notice comes from you and gives a last deadline. A collections letter comes from the agency or lawyer after referral.
How long should the final deadline be?
Seven to ten days is common and reasonable. Shorter can look like pressure; longer loses urgency.
Is this legal advice?
No. It is a template. For large amounts, ask a lawyer in your jurisdiction before referring a debt.