Late Fee Added After Grace Period Email

Late fees only work when they’re clear, calm, and policy-based. Use this after your grace period ends to request immediate payment or a confirmed pay date.

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One-time payment for a basic reminder pack.

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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 original due date {{DueDate}}
Amount due {{Amount}} (and clearly note late fee applied, if applicable)
Pay link {{PayLink}}
Reply-by date {{ReplyByDate}} for confirming payment date
A single ask: pay now or confirm the exact pay date

How to use

Copy/paste template

Hi {{Name}},

Invoice #{{InvoiceNumber}} was due {{DueDate}} and remains unpaid. The grace period has ended and a late fee has been applied per our terms.

Please complete payment via {{PayLink}} or reply with the exact date payment will be released.

Please reply by {{ReplyByDate}}.

Thanks,
{{YourName}}
{{Company}}
{{Phone}}

Follow-up plan + common mistakes

If they respond without a date, ask again for the exact date
If they dispute the fee, keep the pay-date request separate and clear
If no reply, call AP and request the payment owner
Don’t write a long justification for the fee
Don’t apply fees without communicating deadlines consistently
Don’t keep waiving fees repeatedly—it trains delay behavior

FAQ

Sometimes, especially when it signals real enforcement. It works best when communicated calmly and consistently.