Past Due Invoice Wording Templates & Guide

Being stuck in an accounts receivable situation can be tough – but proper past due invoice wording can make a difference. By crafting the right message, it is easier to set expectations and effectively communicate with customers on their due dates. 

This blog post will examine what makes an outstanding past-due invoice and how to word it to get due consideration. Get ready to take control of your debtors and take charge of your customer payment terms!

What Is a Past Due Invoice Email?

A past-due invoice email is sent to customers who have not paid their invoices within the specified payment terms. This type of communication is intended to remind customers that they still owe money and encourage them to make payments as soon as possible. 

Depending on the situation, you may include additional information in your message, such as payment instructions, late fees, or any other relevant information.

What Does a Past Due Invoice Email Include?

A past-due invoice email should include the following components: 

  • A polite but firm reminder that payment is overdue. 
  • The specific amount of money owed and the corresponding invoice number. 
  • Information about any late fees or penalties that may have been applied. 
  • Clear payment instructions including methods of payment accepted. 
  • A deadline for when payment needs to be received. 

Tips for Crafting an Effective Past-Due Invoice Email

When crafting a past-due invoice email, consider the following tips: 

Be Professional and Polite

Respectful communication will ensure that customers are more willing to make payments. 

Keep It Short and Simple

Don’t overload your message with unnecessary details. Just include the most essential information. 

Use a Friendly but Authoritative Tone

Make sure you communicate in a way that is not too aggressive or demanding but also clearly signals that payment needs to be made. 

Use a Consistent Format for All Invoice Emails

Establishing a standard format will make it easier for customers to process and understand the message. 

Give Incentives

Include an incentive or reminder that timely payments are beneficial. Letting customers know they will get discounts or other benefits if they pay on time can motivate them to pay quickly. 

Offer Multiple Methods of Payment

The more options you provide, the easier it will be for customers to pay. 

A person writing on a notebook with a laptop next to them
Photo by JESHOOTS.COM on Unsplash

When Should You Write a Past Due Invoice Mail?

It is best to send a past-due invoice email as soon as payment is more than one week overdue. This will alert clients promptly and give them time to pay before late fees or penalties apply.

Don’t wait too long. After two weeks, you may want to consider taking additional action, such as sending a collection letter or taking legal action. 

Overdue Invoice Email Samples

Subject Line: Invoice no. ####### is Overdue 

Dear [[Customer Name]], 

We noticed that payment on invoice number ####### is now past due. The total amount owing is $[[Amount]]. We kindly request that you settle this invoice as soon as possible to avoid any late fees or other penalties. 

We understand that sometimes there may be payment delays. If you need an extension, please get in touch with us to let us know, and we can discuss alternate arrangements. 

To make a payment now, please follow these instructions: 

  • Visit our website at [[URL]]
  • Enter your invoice number (######) and click “Pay Now”
  • Follow the instructions to make the payment 

If you have any questions, please do not hesitate to contact us. We are here to help.

Thank you for your prompt attention to this matter. 


[[Your Name]]

Sample 2

Subject Line: Payment on Invoice no. ####### is Overdue 

Dear [[Customer Name]], 

We noticed that payment on invoice number ####### is now past due. The total amount owing is $[[Amount]], and it needs to be paid by [[Due Date]]. Please make the necessary payment arrangements as soon as possible. 

We understand that sometimes there may be payment delays. To avoid any late fees, please contact us within the next 48 hours, so we can make alternate arrangements if needed. 

If you need to make a payment now, here are your options: 

  • Pay online with a credit card – visit our website at [[URL]] and enter your invoice number (######). 
  • Mail us a check – please include the invoice number on the memo line. 
  • Call us to make a payment over the phone. 

If you have any questions, please do not hesitate to contact us. We are here to help. 

Thank you for your prompt attention to this matter. 


[[Your Name]]


These past due invoice wording templates above effectively reminds customers that payment is overdue and encourages them to make payments promptly. 

Remember to be professional but firm in your tone, and establish regular formats for all past-due invoice emails. We hope our suggestions help you manage past due invoices and streamline your accounts receivable procedure. 

Abir is a data analyst and researcher. Among her interests are artificial intelligence, machine learning, and natural language processing. As a humanitarian and educator, she actively supports women in tech and promotes diversity.

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