Late Payment Email Templates Pack | Free | FundTap NZ & AU

TL;DR: Six ready-to-use email templates for chasing late payments, from a friendly pre-due reminder to a formal 60-day final notice. Tone graduates from friendly to firm to formal. Customise the bracketed fields, copy-paste, send.

Subject: Friendly reminder: invoice [INVOICE-NUMBER] due [DUE-DATE]

Hi [FIRST NAME],

Just a quick heads-up that invoice [INVOICE-NUMBER] for $[AMOUNT] is due on [DUE-DATE]. I have attached a copy in case you need it.

If you have any questions or need different payment terms, please let me know before the due date so we can work something out.

Thanks,
[YOUR NAME]

Subject: Just a quick note about invoice [INVOICE-NUMBER]

Hi [FIRST NAME],

I noticed invoice [INVOICE-NUMBER] for $[AMOUNT] became due yesterday and is showing as outstanding. I appreciate things can get busy, so just wanted to check whether the invoice has been received and processed.

If payment has already been initiated, please disregard this message. Otherwise, would you mind giving me a quick update on when payment is likely?

Thanks,
[YOUR NAME]

Subject: Invoice [INVOICE-NUMBER] is now 7 days overdue

Hi [FIRST NAME],

I'm following up on invoice [INVOICE-NUMBER] for $[AMOUNT], which was due on [DUE-DATE] and is now 7 days overdue. I have attached a copy of the invoice along with our remittance details.

Could you please confirm:
- Whether the invoice has been received and approved by your accounts payable team
- The expected date of payment

If there is any issue I am not aware of, please let me know so we can resolve it quickly. Otherwise I would appreciate a clear date for settlement.

Thanks,
[YOUR NAME]

Subject: Statement of account + invoice [INVOICE-NUMBER] (14 days overdue)

Hi [FIRST NAME],

I am writing to follow up on invoice [INVOICE-NUMBER] for $[AMOUNT], which is now 14 days overdue. I have attached a statement of your current account showing the outstanding balance.

We value our working relationship and want to keep things straightforward. Please could you:
- Confirm when payment will be made, or
- Let me know if there is a specific issue with the invoice that we should resolve

If we do not hear back from you by [DATE — 7 days from now], we may need to escalate. I would prefer not to need to.

Thanks,
[YOUR NAME]

Subject: FORMAL DEMAND: invoice [INVOICE-NUMBER] — 30 days overdue

[FIRST NAME],

This is a formal notice that invoice [INVOICE-NUMBER] for $[AMOUNT], originally due on [DUE-DATE], remains unpaid 30 days past its due date.

Please arrange payment in full by [DATE — 7 days from now]. Our bank details are:
- Account name: [YOUR BUSINESS NAME]
- Account number: [BSB / ACCOUNT or NZ ACCOUNT]
- Reference: invoice [INVOICE-NUMBER]

If payment is not received by that date, we will be required to take the following steps:
- Place your account on credit hold
- Refer the debt to a collections agency
- Add a default to your credit record (if applicable)

This is not a step we want to take. Please contact me directly to arrange payment or to discuss any concern with the invoice.

Regards,
[YOUR NAME]
[YOUR ROLE]
[YOUR BUSINESS]

Subject: FINAL NOTICE: invoice [INVOICE-NUMBER] — last opportunity before legal action

[FIRST NAME],

This is the final notice in respect of invoice [INVOICE-NUMBER] for $[AMOUNT], which is now 60 days overdue.

Despite multiple requests, this invoice remains unpaid and you have not engaged with us to resolve it. We are now formally notifying you that unless full payment is received by [DATE — 5 business days from now], we will:

1. Refer this matter to our solicitors / legal counsel
2. Commence formal recovery proceedings (which may include court action)
3. Where applicable, register the default with the relevant credit bureau

All legal and recovery costs incurred will be added to the amount owed.

If you wish to avoid this outcome, contact me by reply email or on [PHONE] before [DATE]. We remain open to discussing a structured payment arrangement if circumstances warrant it.

Regards,
[YOUR NAME]
[YOUR ROLE]
[YOUR BUSINESS]