Past-Due Invoice Reminder Templates With a Late Fee Warning

Late-fee warnings work best when they’re calm, factual, and consistent with agreed terms. Use these templates to request payment or a scheduled date before fees apply.

When to use / when to send

Checklist / what to include

• Invoice #{{InvoiceNumber}} and amount {{Amount}}
• Due date {{DueDate}} and that it is past due
• Factual note: late fees may apply per agreed terms
• Pay link {{PayLink}} plus request for scheduled payment date
• Reply request by {{ReplyByDate}} and optional {{Phone}} for quick resolution

Copy/paste templates

How to use these templates

Recommended timing / follow-up plan

• Send the warning once, then wait 24–48 hours for a response
• If no reply, send one short bump asking for the scheduled date
• Call and ask for the scheduled date and approver name
• If they miss the stated date, set {{DeadlineDate}} and escalate
• If you apply a fee, send a separate fee-applied notice consistently

Best practices / common mistakes

• Do: reference agreed terms without arguing about policy
• Do: ask for a scheduled payment date, not general updates
• Don’t: warn about fees you won’t actually apply
• Don’t: stack multiple warnings in one message
• Do: keep the pay link visible and the next action simple

FAQ

Related templates

• Late fee policy reminder email
• Late fee applied notice email
• Third notice overdue invoice email
• Final demand payment email deadline