Dunning Sequence Email Templates for Overdue Invoice

The right dunning sequence turns ignored invoices into paid ones. With these overdue invoice email templates, you’ll keep your payment process professional, on track, and enforceable throughout every follow-up attempt. Templates only — not legal advice.

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When to use / when to send

Start this sequence after your invoice passes {{DueDate}} and has no scheduled payment date.
Ideal for 7+ days overdue with unpaid status.
When initial reminders are ignored or result in vague replies.
When you want to demonstrate process before escalating.
If you need an audit trail for collections or AP conversations.

Checklist / what to include

Invoice #{{InvoiceNumber}} and due date {{DueDate}}.
Amount due (and any unpaid portion if partial).
Current payment status or reply history.
Reply-by date {{ReplyByDate}} for each step.
One payment link {{PayLink}} per message.
Dedicated contact point (your phone/email).
Escalation notice in the final step.
Confirmation request for updated AP contact (if needed).
Proof of delivery if escalation required.

Copy/paste templates

Hi {{Name}},

Just a reminder: Invoice #{{InvoiceNumber}} for {{Amount}} was due {{DueDate}} and still shows unpaid. Can you confirm the payment schedule?

You can settle it here: {{PayLink}}. Please reply by {{ReplyByDate}}.

Thanks,
{{YourName}}

Hi {{Name}},

Checking again on invoice #{{InvoiceNumber}}. Could you provide the payment release date or let me know if there’s an issue?

Pay link: {{PayLink}}.

Regards,
{{YourName}}

Hi {{Name}},

We urgently need the payment date for invoice #{{InvoiceNumber}} (due {{DueDate}}). Please reply with the scheduled date or payment confirmation.

{{PayLink}}

Thanks,
{{YourName}}

Hi {{Name}},

This is the final reminder for invoice #{{InvoiceNumber}}. If we do not receive a payment or a confirmed pay date by {{DeadlineDate}}, we will begin our collections escalation.

Pay now: {{PayLink}}

Regards,
{{YourName}}

Hi {{Name}},

Here’s your pay link for invoice #{{InvoiceNumber}}: {{PayLink}}. Please confirm today if it’s scheduled.

Thanks,
{{YourName}}

Hi {{Name}},

Contacting AP for invoice #{{InvoiceNumber}}. Can you confirm which payment run or date it’s scheduled on now?

Thank you,
{{YourName}}

How to use these templates

Start with the friendly reminder before moving to firmer language.
Advance to the next template only if previous is ignored.
Always ask for a specific payment date, not just ‘processing’.
Escalate on the date given in your final notice.
Log replies and maintain a thread for audit purposes.

Recommended timing / follow-up plan

Day 1 overdue: Send sequence starter.
Day 4–5 overdue: Send second follow-up.
Day 7–10 overdue: Send firm ask requiring a date.
Day 12–14 overdue: Send final notice with deadline and escalation warning.
If they give a pay date, confirm receipt in writing.
If silence remains, proceed to escalation as stated.

Best practices / common mistakes

Do: Keep all communication in a single thread for clarity.
Do: Include a payment link in every email.
Do: Use real deadlines and reply-by dates.
Do: Escalate only when you mean it and have documented the timeline.
Don’t: Threaten escalation if you’re not ready to enforce.
Don’t: Send multiple final notices, as this weakens your position.
Don’t: Accept vague replies without a firm payment date.
Don’t: Add emotion or frustration to template language.
Do: Reference AP by name for B2B clients.
Don’t: Forget to check for AP contact changes or payment run dates.

FAQ

A dunning sequence is a planned, step-by-step process for following up on overdue invoices—moving from gentle reminders to stronger requests and, if necessary, escalation. Each step aims to get payment or a confirmed resolution date.