Collections Warning Emails to a CEO or Founder

When your usual contact goes silent, escalating to leadership can unlock action fast. Use these templates to stay factual, request a deadline, and get the invoice resolved.

When to use / when to send

• Use when your primary contact is unresponsive and you need an executive-level decision to resolve payment.
• Best after multiple attempts to reach AP or the project owner without a scheduled date.
• Keep it respectful and brief; executives respond to clear facts and deadlines.
• Goal is to secure payment via {{PayLink}} or a written plan by {{ReplyByDate}}.
• Send early in the week so {{DeadlineDate}} isn’t buried by weekends.

Checklist / what to include

• Invoice #{{InvoiceNumber}}, amount {{Amount}}, due {{DueDate}}
• Brief statement of outreach attempts (no long history)
• Clear deadline: resolve by {{DeadlineDate}}
• Payment link {{PayLink}} and plan option if needed
• Reply request by {{ReplyByDate}} and your phone {{Phone}}

Copy/paste templates

How to use these templates

Recommended timing / follow-up plan

• Send leadership email only after normal channels fail to produce a scheduled date
• Call the same day if you have a number and reference invoice #{{InvoiceNumber}}
• If they reply with an owner, follow up with that person immediately
• Send one short bump 48 hours before {{DeadlineDate}}
• After {{DeadlineDate}}, proceed with your stated next step consistently

Best practices / common mistakes

• Do: keep it short—executives won’t read long threads
• Do: ask for action or an owner, not sympathy
• Don’t: insult the company or the team
• Don’t: exaggerate—stick to invoice facts
• Do: set a deadline you’re prepared to enforce

FAQ

Related templates

• Collections warning email before collections
• Final demand payment email deadline
• 14 day overdue escalation email
• Accounts payable status check email