Work Pause Due to Nonpayment Email

When payment is overdue and work can’t continue, a work pause email makes your position clear without burning the bridge. Use this template to formally notify a pause until payment or a confirmed release date. Templates only — not legal advice.

When to use / when to send

Checklist / what to include

• Reference invoice #{{InvoiceNumber}}, amount {{Amount}}, and original due date {{DueDate}}.
• Explain that work/deliverables are paused due to nonpayment.
• State what will resume and when (upon payment or written commitment).
• Firm ask: pay now ({{PayLink}}) or reply with new release date.
• Direct contact info: {{Phone}} / {{YourName}}.
• Policy/contract reference where applicable.
• Timeline for resumption.
• Next step if silence continues.
• Calm, professional tone.
• One paragraph only (no story or long history).
• ‘Templates only — not legal advice’ footer.

Copy/paste template

How to use this template

• Send only after at least one previous firm reminder.
• Keep the subject line factual: 'Project paused' or similar.
• If they reply with a date, confirm the pause is lifted once payment clears.
• If they dispute, respond only to the payment schedule, not arguments.
• If no reply in 48h, proceed with escalation or account closure per your process.

Recommended timing / follow-up plan

• Send as soon as nonpayment actually blocks your workflow.
• Wait no more than 2–3 business days after last promised date.
• Follow up with phone call if no reply by [insert date].
• If payment confirmed, resume promptly and confirm in writing.
• If still unpaid after another 3 days, escalate or reference collections policy.

Best practices / common mistakes

• Do: Keep language neutral and businesslike.
• Do: State the next steps and what will trigger resumption.
• Do: Include pay link and invoice reference each time.
• Do: Document all communication for your records.
• Do: Make clear that this is about process, not penalty.
• Don't: Use threats or overly harsh wording.
• Don't: Resume any work until payment is made or scheduled.
• Don't: Allow the client to repeatedly promise vague timelines.
• Don't: Omit your contact details for urgent coordination.
• Don't: Drag out the pause step indefinitely – move quickly if ignored.
• Don't: Remove the ‘templates only’ disclaimer.

FAQ

Related templates

• Final demand payment email (deadline)
• Collections warning email 5 days before escalation
• Firm payment reminder email
• Late fee policy reminder email
• No response follow-up email