Collections Warning Email 5 Days Before Escalation

A warning only works if it’s time-bound and believable. Use this 5 days before you escalate to request payment or a confirmed pay date in writing.

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Starter

$39

One-time payment for a basic reminder pack.

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Pro

$89

Full multi-email sequence plus templates and variations.

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When to use / when to send

Checklist / what to include

Invoice #{{InvoiceNumber}}, {{Amount}}, due {{DueDate}}
A clear reply deadline {{ReplyByDate}}
A clear action deadline {{DeadlineDate}} (the “avoid escalation” date)
Pay link {{PayLink}}
A single ask: pay now or confirm the exact payment date

How to use

Copy/paste template

Hi {{Name}},

Invoice #{{InvoiceNumber}} for {{Amount}} was due {{DueDate}} and remains unpaid.

Please complete payment via {{PayLink}} or reply with the exact date payment will be released.

If we don’t have payment or a confirmed date by {{ReplyByDate}}, we will treat {{DeadlineDate}} as the deadline to avoid escalation and proceed to the next step in our process.

Regards,
{{YourName}}
{{Company}}
{{Phone}}

Follow-up plan + common mistakes

If they provide a date, confirm it back immediately and follow up after if unpaid
If they avoid dates, repeat the ask once, then call AP
If no reply by {{ReplyByDate}}, act as stated
Don’t threaten “collections” casually—use a real deadline
Don’t include a long history; include only invoice facts
Don’t move deadlines repeatedly—one firm line

FAQ

Only if it matches your process and you will follow through. Otherwise, reference “the next step” with a real deadline.