When to send it
Day 14 after the due date, or immediately on any invoice for a client who has paid late before. Only reference a fee if your contract or invoice terms include one.
The full template
Template
- Subject
- Invoice [INVOICE #]: late payment, fee applies from [DATE]
Hi [CLIENT NAME], Invoice [INVOICE #] for [AMOUNT] is [X] days late. I've written on [DATE 1] and [DATE 2] without a payment date. As set out in section [X] of our agreement, a late fee of [RATE] applies to overdue balances from today. If the full [AMOUNT] arrives by [DATE, 5 DAYS FROM NOW], I'll waive it. Pay to: [BANK DETAILS / PAYMENT LINK] Reference: [INVOICE #] [YOUR NAME]
Variant: Pausing work instead of a fee
Pausing work instead of a fee
- Subject
- Invoice [INVOICE #]: work paused until payment
Hi [CLIENT NAME], Invoice [INVOICE #] ([AMOUNT]) is [X] days late. Under our agreement, I'm pausing new work on [PROJECT] from [DATE] until it's paid. As soon as the payment is in, I'll pick up exactly where we left off. Payment: [LINK] [YOUR NAME]
Mistakes to avoid
- Charging a fee the contract does not mention.
- Waiving the fee before the client asks. The waiver is your leverage for a fast payment.
- Pausing work without telling the client in writing.
- Writing in anger after a frustrating call. Sleep on it and send in the morning.
FAQ
Can I charge a late payment fee?
If your contract or accepted invoice terms state one, generally yes, within your local legal limits. If not, agree it for future work.
How do I tell a client their payment is late?
State how many days late it is, reference previous reminders, apply the agreed consequence and give a short deadline.