# Overdue invoice email templates: the four-stage ladder

From flo.space (https://flo.space/blog/overdue-invoice-follow-up). Free to use
and adapt. Replace everything in [brackets]. One stage per send; do not skip
stages with customers you want to keep.

---

## Stage 1: The nudge (3-5 days past due)

Subject: Re: Invoice [#number]

Hi [name],

A quick nudge on invoice [#number] for [$amount], which came due on [date].
I know these slip through; if it is already in process, please ignore me.

If anything on the invoice needs fixing on our side, reply here and I will
sort it today. Payment link: [link]

Thanks,
[your name]

---

## Stage 2: The check-in (about 15 days past due)

Subject: Re: Invoice [#number]: checking in

Hi [name],

Following up on invoice [#number] for [$amount], now about two weeks past
its [date] due date. I wanted to check whether anything is holding it up:
a question about the invoice, a missing PO number, or timing on your end.

If timing is the issue, tell me what date works and I will note it. If it
is already scheduled, a quick "paid on [date]" reply is all I need.

Payment link: [link]

Best,
[your name]

---

## Stage 3: The direct ask (about 30 days past due)

Subject: Invoice [#number]: 30 days past due

Hi [name],

Invoice [#number] for [$amount] is now 30 days past due, and I have not
heard back on my earlier notes. I want to get this resolved without it
getting awkward for either of us.

Can you tell me by [specific date, 3-4 business days out] when payment will
be made? If there is a problem with the invoice or with our work, I would
honestly rather hear it than chase silence.

Payment link: [link]

Regards,
[your name]

---

## Stage 4: The final notice (45-60 days past due)

Subject: Invoice [#number]: final notice before next steps

Hi [name],

Despite several attempts to reach you, invoice [#number] for [$amount],
due [date], remains unpaid. I need payment or a concrete payment plan by
[specific date].

If I have not heard from you by then, I will have to [pause further
orders / add the late fee provided in our terms / refer the balance to
collections; pick what is true and you will actually do].

I would much rather resolve this directly. Reply to this email or call me
at [phone].

[your name]
[business name]

---

## Timing and judgment notes

- Sequence: day 3-5, day ~15, day ~30, day 45-60. Earlier for larger
  amounts; one stage later for historically reliable customers.
- Always send in the SAME email thread as the original invoice.
- Phone beats email from stage 3 onward for any meaningful amount. Call,
  then send stage 3 as the written record of the call.
- Stop escalating the moment they engage. Someone negotiating a payment
  plan gets plan reminders, not ladder stages.
- Never threaten a step you will not take. If there is no late fee in your
  terms, do not invent one mid-chase.
- Check payment status the moment before every send. Chasing a paid
  invoice costs more trust than the chase recovers.