Payment Deadline Extension Request Email Template

Clients occasionally need more time to pay. This template helps you respond professionally—granting an extension while still asking for a specific new payment date and confirmation.

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When to use / when to send

Checklist / what to include

Reference the original invoice # and due date
State new approved payment date and any conditions (interest/late fee/waiver)
Link for payment {{PayLink}} if deadlines aren’t met
Contact info for issues or to reschedule again
Ask for written confirmation of new date

How to use

Copy/paste template

Hi {{Name}},

Thanks for your message regarding invoice #{{InvoiceNumber}}, originally due {{DueDate}}. We can approve your request for an extension to {{NewDeadline}}.

Please confirm this plan in writing. If you are able to process earlier, here’s our link: {{PayLink}}.

Let us know if any issues come up. Looking forward to your confirmation and payment by the new date.

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

Follow-up plan + common mistakes

Always document the new date and get clear written confirmation
If the client requests multiple extensions, review history and discuss consequences
Don’t grant indefinite extensions—tie every approval to a specific date
If new deadline is missed, use your usual escalation step without delay
Keep tone supportive but firm

FAQ

If your terms allow, you may offer an extension for a fee or interest. State this upfront and document it.