Deadline to Avoid New Vendor Hold Email Template

If unpaid invoices risk getting you flagged as a 'hold' vendor, use this template to signal urgency. Request payment or a committed date by {{DueDate}} to prevent AP from blocking new business.

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When to use / when to send

Checklist / what to include

Invoice #{{InvoiceNumber}}, {{Amount}}
Original due date {{DueDate}}
Reference to vendor hold policy/notice
Direct ask for payment or scheduled date
Pay link {{PayLink}} (if enabled)

How to use

Copy/paste template

Hi [ClientName],

Per your AP policy, an unpaid balance on invoice #[InvoiceNumber] for [Amount] (due [DueDate]) risks 'vendor hold' status.

Please complete payment via [PayLink] or reply with the scheduled payment date by the deadline to avoid disruption.

Let me know if there are AP steps we can resolve.

Thank you,
[YourName]
[Company]

Follow-up plan + common mistakes

If no reply or payment by the deadline, document AP's hold action
If they reply with a date, confirm and monitor
Don’t ignore official hold warnings
Don’t send after the hold is already triggered
Don’t copy team leads unless required for approval

FAQ

It’s when AP blocks future work/orders due to unpaid invoices—it stops new business until you resolve the balance.