AP Contact Switch Reminder Email for Overdue Invoice

When your AP contact changes and an invoice is still pending, it’s easy for payment to be missed in the transition. Use this template to introduce yourself to the new contact and get straight to scheduling payment.

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Generate an overdue reminder pack

When to use / when to send

Checklist / what to include

Invoice #{{InvoiceNumber}}, {{Amount}}, due {{DueDate}}
Reference to the new AP contact role (by name if possible)
A single payment link {{PayLink}}
Request for scheduled payment date
Reply-by date {{ReplyByDate}} for confirmation

How to use

Copy/paste template

Hi {{Name}},

It looks like you’re the new AP contact for {{Company}}. Following up on invoice #{{InvoiceNumber}} for {{Amount}}, originally due {{DueDate}}.

Can you confirm if this invoice is scheduled for payment or provide the release date? You can pay here: {{PayLink}}.

Please reply by {{ReplyByDate}}.

Thank you,
{{YourName}}
{{Company}}

Follow-up plan + common mistakes

If no response, follow up with a short reminder and then call.
If they ask for backup, provide it and re-state the request for a date.
Confirm any schedule back in writing.
Don’t assume the old contact is still monitoring the invoice.
Don’t write a long history—focus on the invoice and date.

FAQ

They’re now responsible and can often resolve overdue invoices quickly if briefed succinctly.