When to send it
Around 14 days past the due date, after a reminder and a follow-up. It also works as the first message to a large company's AP inbox at any point after the due date.
The full template
Template
- Subject
- Past due: invoice [INVOICE #] ([AMOUNT], due [DUE DATE])
Hello, Invoice [INVOICE #] for [AMOUNT] is past due. It was due on [DUE DATE], [X] days ago. Please arrange payment by [DATE, 5 BUSINESS DAYS FROM NOW]: Pay to: [BANK DETAILS / PAYMENT LINK] Reference: [INVOICE #] PO / order number: [PO, IF ANY] If the invoice is on hold, please tell me what is needed to release it. A copy is attached. Regards, [YOUR NAME] [BUSINESS NAME]
Variant: When the client paid only part
When the client paid only part
- Subject
- Past due balance: invoice [INVOICE #]
Hi [CLIENT NAME], Thanks for the payment of [AMOUNT RECEIVED] on [DATE]. A balance of [REMAINING] on invoice [INVOICE #] is still past due. Could you pay the remaining [REMAINING] by [DATE]? Same details: [PAYMENT LINK]. [YOUR NAME]
Mistakes to avoid
- Putting the key facts at the bottom. AP teams scan subject and first line only.
- Leaving out the PO number when the client uses them. Invoices without a PO often sit unpaid.
- Using a generic subject like "Following up".
- Sending it only to your contact when the company has a payables inbox.
FAQ
What does past due mean on an invoice?
The due date has passed and the balance has not been paid in full.
What do I say to a client with a past due invoice?
State the invoice number, amount and due date, give a payment deadline and the payment details, and ask what is needed if it is on hold.