Scheduled Payment Date Missed Escalation Email

When a scheduled payment date is missed, the tone changes from cooperative to urgent. Use this template to escalate immediately, request a new pay date, and make consequences clear without sounding emotional.

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When to use / when to send

Checklist / what to include

Invoice #{{InvoiceNumber}} and {{Amount}}
Original due date {{DueDate}} and missed scheduled date
Pay link {{PayLink}}
Request for a new payment date if it can't be paid now
Reply deadline {{ReplyByDate}}

How to use

Copy/paste template

Hi {{Name}},

Invoice #{{InvoiceNumber}} for {{Amount}} (original due {{DueDate}}) was scheduled for payment on the agreed date but remains unpaid.

Please confirm if payment can be completed now using {{PayLink}}. If not, reply with the exact new payment date.

If there is no response by {{ReplyByDate}}, we will escalate this to the next step in our process.

Best,
{{YourName}}
{{Company}}

Follow-up plan + common mistakes

Escalate to a manager or AP lead if no response by {{ReplyByDate}}.
If they provide a new date, require written confirmation and monitor closely.
Do not send repetitive reminders—move rapidly if deadlines are missed again.
Keep escalation professional and reference only invoice and dates.
Avoid repeated “checking in” after multiple missed commitments.

FAQ

Yes—repeat missed deadlines reduce your leverage. Escalate on the next business day if there is no payment or response.