Escalation Email Reminder for Non-Responsive AP Team

If your AP contact isn’t replying to repeated reminders, it’s time to formally escalate. Use this template to assert a clear deadline and move the payment process along.

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When to use / when to send

Checklist / what to include

Invoice #{{InvoiceNumber}} and total {{Amount}}
All past due dates and attempts referenced
Clear ask: pay now or provide exact date
Escalation warning: next person/step
Reply-by date {{ReplyByDate}} for accountability

How to use

Copy/paste template

Hi {{Name}},

This is a formal escalation regarding unpaid invoice #{{InvoiceNumber}} for {{Amount}}, overdue since {{DueDate}}. 

Despite multiple reminders, we have not received a response or payment. Please pay via {{PayLink}} or reply with the exact payment date by {{ReplyByDate}}. 

If there’s no reply, we will escalate to your AP manager/finance director.

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

Follow-up plan + common mistakes

Send only after multiple ignored reminders
If still ignored, escalate to the next level (manager/director)
Don’t threaten escalation without following through
Don’t use aggressive language—be firm and factual
Don’t keep sending repeated emails with no process change

FAQ

After 2–3 reminders with no reply, or if promises to pay are repeatedly missed. Don’t let things stall indefinitely.