Late Fee Invoice Template with Reminder Sequence

Adding a late fee gets faster results when delivered with clear, calm reminders. Use these late fee invoice templates and best practices to enforce your terms—without burning bridges. Templates only — not legal advice.

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When to use / when to send

Invoice is overdue beyond the grace period stated in your terms.
When you have a written late fee policy on the invoice or agreement.
After 1–2 polite reminders have been ignored.
If payment is being delayed repeatedly without resolution.
You need to send formal notice before escalating the fee.
The invoice remains unpaid after all courtesy holds expire.

Checklist / what to include

Invoice #{{InvoiceNumber}} and due date {{DueDate}}.
Amount due and calculated late fee.
Grace period details (expired date).
A pay link for the total (including late fee).
Quote policy section or terms reference.
Deadline for resolution or reply-by date.
Firm yet polite ask for either payment or pay date.
Contact info for questions/disputes.
Separate reminder if dispute on fee arises.

Copy/paste templates

Hi {{Name}},

Invoice #{{InvoiceNumber}} is now past due (originally due {{DueDate}}). Per our terms, a late fee has been applied.

Total due (including fee): {{AmountWithLateFee}}. Please use this link to pay: {{PayLink}}.

If you have questions, let me know.

Thanks,
{{YourName}}

Friendly reminder: Invoice #{{InvoiceNumber}} (including late fee) remains unpaid. Please settle by {{ReplyByDate}} or confirm the exact pay date.

If you disagree with the late fee, please pay the undisputed portion and reply with your notes. We will review and respond ASAP.

This is the final notice for invoice #{{InvoiceNumber}} (including late fee). If not resolved by {{DeadlineDate}}, escalation will follow per our policy.

Pay your late-fee invoice: {{PayLink}}. Please reply when processed.

Contacting AP regarding the late fee on invoice #{{InvoiceNumber}}. Can you confirm policy acceptance and scheduled payment date?

How to use these templates

Send late fee notice as soon as grace period ends.
Stay factual—do not argue about the policy by email.
Repeat deadline if no timely reply.
Offer to discuss fee details separately from payment.
Use escalation warning only for the final notice.
Keep all threads in writing for documentation.

Recommended timing / follow-up plan

Day 1 past grace: late fee notice.
Day 4: 2nd reminder.
Day 8: dispute response (if needed).
Day 12: final escalation notice.
If no reply, escalate to collections or legal per your process.
If dispute is resolved, confirm new pay date and close thread.

Best practices / common mistakes

Do: Apply late fee only as agreed in your terms.
Do: Send detailed calculation if asked.
Do: Separate fee disputes from payment scheduling.
Don’t: Waive fees out of habit—enforce your policy.
Don’t: Argue about fairness by email; state the agreement.
Don’t: Threaten legal action without genuine intent.
Do: Confirm payment receipt in every thread.
Don’t: Confuse dispute with stall tactics; move forward as needed.

FAQ

Politely and by reference to your terms. State the due date, the amount, the applied fee, and the new total due. Always include a pay link and offer to answer questions.