Late Fee Applied Notice Email Templates

If your terms allow late fees and you’re enforcing them, the notice must be clear and calm. Use these templates to explain the update and request immediate payment or a firm date.

When to use / when to send

• Use only when late fees were agreed in writing and you are applying them consistently.
• Best after at least one policy reminder and a missed commitment or deadline.
• Tone should be factual: fee applied per terms, here is the updated balance and next action.
• Goal is immediate payment via {{PayLink}} or a confirmed payment date by {{ReplyByDate}}.
• If the client disputes the fee, keep discussion in writing and focus on resolving the balance.

Checklist / what to include

• Invoice #{{InvoiceNumber}} and original due date {{DueDate}}
• Original amount {{Amount}} and note that a late fee was applied per terms
• Clear ask: pay via {{PayLink}} or confirm the exact payment date
• Reply request by {{ReplyByDate}}
• A contact option via {{Phone}} to resolve quickly

Copy/paste templates

How to use these templates

Recommended timing / follow-up plan

• Send the late-fee notice immediately after applying the fee
• If no reply in 24–48 hours, send one short bump in-thread
• Call and request the scheduled payment date and approver name
• If they request a plan, require dates and amounts in writing by {{ReplyByDate}}
• If still unpaid, set {{DeadlineDate}} and move to escalation

Best practices / common mistakes

• Do: apply fees only when they were agreed and you will enforce them
• Do: keep the message calm and procedural
• Don’t: surprise clients with fees that weren’t disclosed
• Don’t: argue about policy—return to payment date and next steps
• Do: keep a consistent record of dates and communications

FAQ

Related templates

• Late fee policy reminder email
• 14 day overdue escalation email
• Collections warning email before collections
• Payment plan request email