When to send it
On day 30 after the due date, after at least two earlier reminders. If you have sent nothing so far, send the overdue invoice email first; jumping straight to this one reads as hostile.
The full template
Template
- Subject
- Invoice [INVOICE #]: 30 days overdue, payment needed by [DATE]
Hi [CLIENT NAME], Invoice [INVOICE #] for [AMOUNT] is now 30 days past its due date of [DUE DATE]. I wrote about it on [DATE 1], [DATE 2] and [DATE 3] and have not received payment or a payment date. I need the full [AMOUNT] by [DATE, 7 DAYS FROM NOW]. Payment details: Pay to: [BANK DETAILS / PAYMENT LINK] Reference: [INVOICE #] If it is not received by then, I will [CHARGE THE LATE FEE IN SECTION X / PAUSE ALL WORK / START A FORMAL CLAIM]. I'd rather not, so if there is a problem, call me at [PHONE] before that date. [YOUR NAME]
Variant: For a client you want to keep
For a client you want to keep
- Subject
- Invoice [INVOICE #]: can we settle this by [DATE]?
Hi [CLIENT NAME], Invoice [INVOICE #] ([AMOUNT]) is 30 days overdue and I want to close it out without it affecting our work together. Can you pay by [DATE]? If the full amount is hard right now, I can accept two payments: [HALF] by [DATE] and the rest by [DATE + 14]. Just reply with which option works. [YOUR NAME]
Mistakes to avoid
- Threatening something you will not do. Name only the step you will actually take.
- Leaving the deadline open ("as soon as possible"). A calendar date is what makes the email work.
- Sending it to the same single contact who has gone silent. Add their manager or the finance inbox.
- Removing the payment details because "they already have them". Every email should be payable on its own.
FAQ
Is 30 days overdue a lot?
Yes. Most invoices that are paid late are paid within two weeks of the due date. At 30 days it needs a fixed deadline and a consequence.
Can I stop work at 30 days?
If your contract allows suspension for non-payment, yes, and say so in this email. If it does not, check the contract before stating it.
Should I send a formal letter instead?
Send this email first. If the deadline passes, a signed final notice letter is the next step.