5-Step Dunning Email Sequence Templates (Overdue Invoices)

A dunning sequence works when each step escalates the ask while staying professional. Use this 5-step sequence to move from reminder to deadline without sounding emotional.

When to use / when to send

Checklist / what to include

• Repeat invoice #{{InvoiceNumber}} and {{Amount}} in every step
• Reference due date {{DueDate}} and current status (overdue)
• Use the same payment link {{PayLink}} consistently
• Ask for an exact payment date if not paying immediately
• Use {{ReplyByDate}} for each step and {{DeadlineDate}} for the final deadline

Copy/paste templates

How to use these templates

Recommended timing / follow-up plan

• Step 1: 1–2 days after {{DueDate}} if unpaid
• Step 2: 3–5 days after due if no payment or date
• Step 3: 5–7 days after due to find the right owner
• Step 4: 7–10 days after due to secure a written plan
• Step 5: 10–14 days after due with {{DeadlineDate}} and follow-through

Best practices / common mistakes

• Do: demand an exact date; vague replies keep the sequence stuck
• Do: switch channels after step 2 if they’re silent (call/voicemail)
• Don’t: change payment links or invoice references mid-sequence
• Don’t: send steps too close together; spacing increases credibility
• Do: follow through after deadlines or stop using deadlines

FAQ

Related templates

• Escalation sequence 3 step overdue invoice
• Third notice overdue invoice email
• Collections warning email before collections
• Final demand payment email deadline