Short Reply to Overdue Invoice Dispute

Disputes delay payment and create confusion. Use this concise template to reply to clients who dispute an overdue invoice, focusing the conversation on resolution and payment dates. Templates only — not legal advice.

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When to use / when to send

Checklist / what to include

Reference invoice #{{InvoiceNumber}} (and date).
Acknowledge receipt of their dispute.
Restate what part or amount is undisputed.
Request immediate payment of undisputed amount via {{PayLink}}.
Ask for exact payment date for remainder (if possible).
Provide clear next step (reply by date, call, etc).
Contact info: {{YourName}} / {{Company}}.
Professional, objective language.
Avoid arguing emotional points.
Footer: ‘templates only – not legal advice’.
Timeline for resolution.

Copy/paste template

Subject: Re: Invoice #{{InvoiceNumber}} dispute

Hi {{Name}},

Thank you for your message regarding invoice #{{InvoiceNumber}}. I acknowledge receipt of your dispute.

If there’s an undisputed portion, please complete payment for that amount here: {{PayLink}}. For any disputed items, please provide specifics (service/date/amount) so we can review and resolve quickly.

Please reply by [insert date]. Thank you for helping us move forward.

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

How to use this template

Send only in reply to a client-initiated dispute email.
If they don’t clarify, follow up requesting itemized details.
If they pay part but stay silent on the dispute, follow up again for resolution.
Keep all responses factual and free of blame.
Move to phone if the dispute drags past the agreed deadline.

Recommended timing / follow-up plan

Reply within one business day of receiving the dispute.
Request clarification within 48 hours if initial dispute is vague.
If no reply after 3 days, follow up asking for specific details/payment date.
Move to call after 1 week of no resolution.
Close dispute as unresolved and escalate if no response after 10 days.

Best practices / common mistakes

Do: Separate disputed and undisputed amounts.
Do: Recognize client’s concern before stating your ask.
Do: Provide a pay link for immediate resolution.
Do: Suggest time-bound steps.
Don’t: Argue or escalate tone needlessly.
Don’t: Delay your reply — respond promptly for best results.
Don’t: Ignore part payments or overcomplicate the audit trail.
Don’t: Forget to request details if the dispute is unclear.
Don’t: Drag out debate indefinitely — set deadlines.
Don’t: Send legal threats in early responses.

FAQ

No. Always reply, even to minor disputes — it shows professionalism and speeds up partial resolution.