Overdue Invoice Reminder Email Template (Examples for +3/+7/+14 Days)

Your invoice is overdue. You've already sent a due-day reminder, and it's been ignored. Now what? How firm should you be? When do you mention late fees? At what point does "following up" become "demanding payment"?

The challenge with overdue invoices is balancing urgency with professionalism. Too soft and customers keep ignoring you. Too aggressive and you damage relationships or push them away entirely. The key is systematic escalation—each reminder gets progressively firmer while staying professional.

This guide gives you day-by-day overdue invoice email templates organized by how late the payment is: +3 days, +7 days, +14 days, and +30 days (final notice). You'll get exact wording, subject lines, escalation strategies, and guidance on when to mention consequences like late fees or service suspension.

For the complete payment reminder system including pre-due nudges and automation, see our payment reminder guide. For general polite reminder templates and tone guidance, start with our polite payment reminder email templates. Building your reminder skills? Check our appointment reminder fundamentals first.

Photo by cottonbro studio on Pexels

How Do You Write an Overdue Invoice Email?

State the invoice number and amount, confirm the due date has passed, include a one-click payment link, and ask for an ETA if payment can't be made today. Offer help with purchase orders or billing details and set a clear follow-up date.

An effective overdue reminder has six components:

1. Acknowledge the delay: Don't pretend it's still due today. Say "Invoice X is now 5 days past due."
2. State specifics: Invoice number, amount, original due date. No vagueness.
3. Provide easy payment: One-click link prominently placed, or clear instructions for check/wire.
4. Escalate appropriately: Your tone should match the lateness—+3 days gets polite concern, +14 days gets firm urgency.
5. Offer resolution: "If you can't pay today, when can you pay?" or "Is there a billing issue?"
6. Set expectations: "I'll follow up Friday if I don't hear back" tells them you're serious.

The longer an invoice is overdue, the less you assume goodwill and the more you focus on consequences. At +3 days, you're still helping. At +30 days, you're enforcing payment or cutting ties.

The Psychology of Overdue Reminders

Research from Fundbox shows that 64% of late payments are due to cash flow issues, not refusal to pay. Your customer likely wants to pay—they're just juggling priorities, waiting on their own customer payments, or stuck in bureaucratic approval processes.

This means your early overdue reminders (+3 to +7 days) should focus on removing friction: "Do you need a revised invoice? Can I send backup documentation? Would splitting into two payments help?" Once you hit +14 days with no response, shift to consequences: "If we don't receive payment, we'll need to pause services."

The Escalation Matrix: What to Say When

Here's your decision tree for how firm to be based on days overdue:

Notice how the follow-up window tightens as invoices age. At +3 days, you can wait almost a week before the next reminder. At +14 days, you need a response within 48 hours or you're escalating.

+3 Days Overdue Templates

This is your first "past due" reminder. The invoice was due 3 days ago. You already sent a due-day reminder (if not, send that first). Now you're following up with a slightly firmer tone—still polite, but acknowledging the delay.

Template 1: Standard Follow-Up (+3 Days)

Template 2: With Reattachment (+3 Days)

Template 3: Acknowledging Possible Oversight (+3 Days)

Key characteristics at +3 days:

• Still assuming goodwill ("things get busy," "if this slipped through")
• Offering help proactively
• No mention of consequences or late fees
• Professional but warm tone

For more polite early-stage reminders, see our complete polite payment reminder guide.

+7 Days Overdue Templates

Now we're a week past due. This is your second overdue reminder (third total if you count due-day). The customer has had multiple opportunities to pay or respond. Time to be more direct.

Template 4: Professional with Deadline (+7 Days)

Template 5: With Late Fee Warning (+7 Days)

Template 6: Offering Payment Plan (+7 Days)

Key characteristics at +7 days:

• More direct language ("action needed," "payment required")
• Mentioning number of reminders sent ("second reminder," "haven't heard back")
• Setting firm deadlines ("by end of day Friday")
• Introducing consequences (late fees, escalation)
• Still offering solutions (payment plans)

+14 Days Overdue Templates

Two weeks past due. This is typically your third or fourth reminder. No more niceties—you need payment or a very clear plan immediately.

Template 7: Firm with Service Suspension Warning (+14 Days)

Template 8: Final Pre-Collections Notice (+14 Days)

Template 9: Documentation-Focused (+14 Days)

Key characteristics at +14 days:

• Very direct, consequence-focused language
• Specific deadline with date and time
• Listing all consequences clearly
• "Final opportunity" or "last chance" framing
• More formal tone and structure
• Documentation mindset (saving this for potential legal use)

For the complete 1st/2nd/3rd reminder sequence with timing, see our payment reminder cadence guide.

+30 Days Overdue: Final Notice Templates

A month past due. This is your absolute final reminder before collections, legal action, or writing it off. This should be both an email and a letter (certified mail for invoices over $5,000).

Template 10: Final Email Notice (+30 Days)

Template 11: Final Notice for Disputed Invoice (+30 Days)

For printable final notice letters and certified mail templates, see our final payment notice guide.

Subject Lines for Overdue Invoices

Your subject line determines whether your reminder gets opened immediately or buried. For overdue invoices, balance urgency with professionalism.

+1 to +5 Days Overdue

• Following up on [INV-123]
• [INV-123] is now past due
• Quick check-in: [INV-123] payment
• Payment reminder: [INV-123] ($[Amount])
• Touching base about [INV-123]
• Invoice [INV-123] past due—resending
• Following up: [INV-123] overdue

+6 to +10 Days Overdue

• Action needed: [INV-123] payment
• Important: [INV-123] now [X] days overdue
• Payment required: [INV-123]
• [INV-123] overdue—need your response
• Urgent: [INV-123] payment overdue
• Time-sensitive: [INV-123] ([X] days past due)
• Please respond: [INV-123] overdue

+11 to +20 Days Overdue

• Urgent: [INV-123] payment required
• Immediate action: [INV-123] overdue [X] days
• Final reminder before escalation: [INV-123]
• [INV-123]: Response required by [Date]
• Overdue invoice [INV-123]: immediate attention
• Last reminder: [INV-123] payment needed

+21 to +30+ Days Overdue (Final)

• FINAL NOTICE: [INV-123] payment required
• Final notice: Payment due by [Date]
• FINAL: [INV-123] due before collections
• Final demand: [INV-123] ($[Amount])
• Last notice before legal action: [INV-123]
• [INV-123]: Final notice

Subject line best practices:

• Include invoice number for easy reference (especially for AP departments)
• Add days overdue for +10 days or more ("7 days overdue")
• Use "Action needed" or "Important" for +7 days
• Reserve "URGENT" and "FINAL" for +14 days or final notices
• Avoid exclamation points (one is okay; multiple looks desperate)
• Test with/without dollar amounts—some customers respond better to seeing the amount

When and How to Mention Late Fees

Late fees can be effective motivators, but only if handled correctly. Here's what you need to know.

Legal Requirements for Late Fees

According to the Nolo Legal Encyclopedia, late fees must be:

• Disclosed in advance: Stated in your contract, invoice, or payment terms before work begins
• Reasonable: Most states allow 1-1.5% per month (12-18% annually). Higher rates may be considered usurious.
• Consistently applied: If you waive fees for some customers, others can argue discrimination
• State-compliant: Some states cap late fees; check your state's usury laws

Never add late fees that weren't disclosed upfront. That's unethical and likely unenforceable.

When to Mention Late Fees in Reminders

Sample late fee language (+7 days):

Sample late fee language (+12 days, fee applied):

Documentation Best Practices

Every overdue reminder should be saved. If you need to pursue collections or defend against a dispute, your documentation is your proof.

What to Document

• All emails sent: Date, time, subject line, body text. Use read receipts or email tracking.
• Customer responses: Save every reply, including "I'll pay Friday" promises.
• Phone call notes: Date, time, summary of conversation, any commitments made.
• Payment link clicks: If your payment processor tracks this, note whether they clicked but didn't complete.
• Original invoice and supporting docs: Contract, statement of work, delivery confirmation.
• Changes or disputes: Any time they question the amount or terms, document your response.

Simple Tracking Spreadsheet

Create a Google Sheet or Excel file with these columns:

Update this weekly (or daily for high-volume AR).

Automation Options for Overdue Reminders

Manually tracking and sending overdue reminders doesn't scale. Here are your automation options:

Built-In Platform Features

• QuickBooks Online: Automatic reminders at due date, +3, +7, +14 days. Setup guide here.
• Xero: Similar scheduling; can send reminders + statements together. Setup guide here.
• Stripe: Invoice reminders + subscription dunning. Setup guide here.

Dedicated AR Tools

• Chaser: Multi-channel (email + SMS), tracks customer responses, integrates with accounting software
• Invoiced: Automated sequences, payment plans, customer portal
• Bilflow: Smart reminders that adjust based on customer payment history

Most of these cost $20-50/month. Worth it if you have 50+ invoices per month or chronic late payers.

DIY with CRM or Email Tools

Use Gmail/Outlook templates + calendar reminders if you have under 20 invoices per month. Set recurring tasks: "Check AR aging every Monday, send +7 day reminders."

Handling Common Overdue Scenarios

Here's how to adapt your approach for specific situations.

Scenario 1: Customer Promises to Pay, Then Doesn't

Your next email:

Scenario 2: Customer Says "I Never Got the Invoice"

Your reply:

Scenario 3: Large Invoice ($10k+) Overdue

For high-value invoices:

• Call before emailing (or call + email together)
• Escalate faster (+5/+10/+20 instead of +3/+7/+14)
• Involve senior staff earlier ("My CFO asked me to follow up...")
• Offer payment plans proactively
• Consider certified mail for +14 day reminder

Scenario 4: Customer Disputes Invoice

Your reply:

Then investigate thoroughly. If they're right, issue a credit or corrected invoice immediately. If they're wrong, provide clear documentation showing why the invoice is accurate.

Frequently Asked Questions

Get Paid Faster Starting Today

Overdue invoices are stressful, but the right system makes them manageable. The businesses that get paid fastest don't have better customers—they have better processes.

Your action plan:

1. Pick 4 templates from this guide (one for each stage: +3, +7, +14, final)
2. Customize with your business details and payment links
3. Save them in Gmail/Outlook or your CRM
4. Set calendar reminders to check AR aging every Monday
5. Send reminders on schedule—don't wait "just one more day"
6. Document everything in a simple spreadsheet
7. Review after 30 days: which stage gets most responses? Adjust timing accordingly.

The key is consistency and escalation. Start polite, get progressively firmer, and actually follow through on consequences. Customers who see you're systematic about collections start paying on time.

Continue learning:

• Complete Payment Reminder System (Email, SMS, Letters, Automation)
• Polite Payment Reminder Email Templates
• 1st, 2nd, 3rd Reminder Email Cadence Guide
• Final Notice Letter Templates (Printable PDF)