Late Fee Email Template (How to Mention Fees Professionally)

Mentioning late fees can backfire if you sound emotional or unclear. Keep it agreement-based, neutral, and only use late fees if your contract clearly allows them.

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Important note before you mention late fees

Only mention late fees if your agreement/terms clearly allow them.
Keep the tone factual (invoice details + next step).
Ask for the payment date even when you mention fees.

Subject lines

Invoice #{InvoiceNumber} overdue — late fee applies
Updated balance — invoice #{InvoiceNumber}
Invoice #{InvoiceNumber}: payment date confirmation
Overdue invoice #{InvoiceNumber} (due {DueDate})
Invoice #{InvoiceNumber} — please confirm payment timing

Email templates

Template 1 — Soft mention (best default)

Subject: Invoice #{InvoiceNumber}: payment date confirmation

Hi {Name},

Invoice #{InvoiceNumber} for {Amount} is overdue since {DueDate}.
Per our agreement, late fees may apply to overdue balances. Can you confirm the payment date so we can close this out?

Payment details: {PaymentDetails}

Thanks,
{YourName}

Template 2 — Fee applied (updated balance)

Subject: Updated balance — invoice #{InvoiceNumber}

Hi {Name},

Following up on invoice #{InvoiceNumber}, due {DueDate}. Per our agreement, a late fee has been applied.
Updated balance: {UpdatedAmount}

Please confirm the payment date.

Payment details: {PaymentDetails}

Regards,
{YourName}

Template 3 — AP-forwardable version

Subject: AP: overdue invoice #{InvoiceNumber} (updated balance)

Hi Accounts Payable,

Please confirm the payment status and payment date for invoice #{InvoiceNumber} (due {DueDate}).
Per our agreement, the balance may include late fees for overdue payment.

Invoice: #{InvoiceNumber}
Amount: {Amount} (updated: {UpdatedAmount})
PO: {PONumber}
Vendor: {VendorName} / {VendorId}
Payment details: {PaymentDetails}

Thanks,
{YourName}
{Company}

Keep it neutral (prevents escalation)

Avoid threats. Reference your agreement instead.
Use a real date: ask for a payment date in the reply.
If they dispute the fee, focus on getting the principal paid first.

FAQ

Only when your agreement clearly allows it and the invoice is meaningfully overdue. Keep the first follow-up neutral if possible.

Late Fee Email Template (How to Mention Fees Professionally)

Important note before you mention late fees

Subject lines

Email templates

Keep it neutral (prevents escalation)

FAQ

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