Due Date Extension Denial Email Template

If you are unable to grant a payment extension, use this due date extension denial email template to communicate your decision firmly and protect your process.

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Full multi-email sequence plus templates and variations.

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When to use / when to send

Checklist / what to include

Invoice #{{InvoiceNumber}} and {{Amount}}
Original due date {{DueDate}}
Reason extension cannot be granted
Suggested next step or alternative
Deadline for payment confirmation {{ReplyByDate}}

How to use

Copy/paste template

Hi {{Name}},

We received your request to extend the payment deadline for invoice #{{InvoiceNumber}}, due {{DueDate}}. Unfortunately, we are unable to approve an extension at this time.

Payment of {{Amount}} is required by {{DueDate}}. If you are unable to pay in full, let us know immediately so we can discuss alternative arrangements.

Please reply by {{ReplyByDate}}.

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

Follow-up plan + common mistakes

Document all extension denial decisions.
If payment is not received, escalate according to your internal process.
Don’t include unnecessary justification—stay policy-focused.
Offer alternatives only if they exist.
Always give a reply deadline.

FAQ

A short, factual reason is enough—no need for long explanations.