Late Fee Soft Notice Email Template
Send a Late Fee Soft Notice email when an invoice is overdue but you want to remain polite and policy-driven. This template ensures your late fee is taken seriously but never feels aggressive.
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Contents
When to use / when to send
- When your payment terms permit a late fee but you want to maintain a cordial relationship.
- After the invoice due date but before escalating to collections.
- If you need to remind a client of standard late fee policy without legalese.
Checklist / what to include
- Invoice #{{InvoiceNumber}} and due date {{DueDate}}.
- Total owed (including the new late fee) as {{Amount}}.
- Clear reference to your late fee policy.
- Concise payment link: {{PayLink}}.
- Reply deadline for payment date confirmation.
- Direct contact details.
- Link to <a href="/seo-pages/final-payment-reminder-before-escalation">Final payment reminder before escalation</a>.
Copy/paste template
How to use this template
- Send as soon as the late fee applies, not before.
- Keep your message concise and policy-driven.
- If they dispute the late fee, clarify policy but separate it from overall payment.
- Follow up once at the deadline—it keeps the tone neutral.
Recommended timing / follow-up plan
- Send 1 business day after your grace period ends.
- Follow up in-thread if no reply within 3 business days.
- If payment or a date is not received, point to escalation timing.
- For complex clients, call AP after one unanswered email.
Best practices / common mistakes
- Reference your actual policy—never invent fees.
- Avoid emotional or apologetic phrasing.
- Don’t add threats or escalation language.
- Keep details factual and actionable (link, deadline, fee amount).
- Review your terms before sending—consistency builds trust.
- Use language from <a href="/seo-pages/final-demand-email-before-sending-to-collections">Final demand email before collections</a> for firmer escalations.