Accounts Payable Contact Change Notification Email

When your AP contact changes, seamless communication is crucial for payment continuity. Use this template to quickly notify clients of your new contact details and avoid missed or delayed invoice processing.

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When to use / when to send

Checklist / what to include

Name and details of new AP contact
Direct email/phone for payments
Effective date of the change
Your own contact details for backup
Request to update records immediately

How to use

Copy/paste template

Hi {{Name}},

Please note that our accounts payable contact has changed effective {{ChangeDate}}. Our new AP contact is {{APContactName}}, reachable at {{APContactEmail}} or {{APContactPhone}}.

Kindly update your records and send all future invoice communications to them.

If you have any questions, I’m here to help.

Thanks,
{{YourName}}
{{Company}}
{{Phone}}

Follow-up plan + common mistakes

Request confirmation the change is recorded
If invoices are pending, re-send to the new contact
Don’t assume everyone sees internal changes
Don’t forget to update payment/PO portals
Don’t let old contact addresses go unchecked

FAQ

Notify clients and vendors each time the AP contact responsible for payments changes to avoid lost invoices and payment delays.