Past due invoice letter templates

Three letters for an invoice that has gone past due, each a step firmer than the last. Print them, email them or send them as a PDF. Fill in the blanks, copy, send.

3 versionsletter

Copy buttonFill the blanks once

FreeNo sign-up

Versions

0 of 21 blanks filled

Let Koira send it: Invoices and remindersNothing you type here is sent anywhere. Copy, then paste into your phone or email.

First notice

Letter with subject line

Subject: Invoice [Invoice number] is past due

[Your business] [Your address] [Today's date] Dear [Customer name], Our records show that invoice [Invoice number], dated [Invoice date], for [Amount] was due on [Due date] and has not been paid yet. It covers the [Job] at [Job address]. If you have already sent payment, thank you, and please let us know so we can match it. If not, you can pay the balance here: [Pay link], or by check to the address above. If anything on the invoice is not right, call me at [Your phone] and we will sort it out. Thank you, [Your name] [Your business]

Second notice

Letter with subject line

Subject: Second notice: invoice [Invoice number]

[Your business] [Your address] [Today's date] Dear [Customer name], This is our second notice about invoice [Invoice number] for [Amount], which was due on [Due date]. We wrote to you on [First notice date] and have not received payment or heard back. Please pay the balance by [Pay by date] here: [Pay link], or call me at [Your phone] if you need to set up a payment plan. Under the terms you signed, a late fee of [Late fee] applies to balances not paid by [Late fee date]. We would much rather settle this with a phone call than take further steps, so please get in touch. Sincerely, [Your name] [Your business]

Final notice

Letter with subject line

Subject: Final notice before collection: invoice [Invoice number]

[Your business] [Your address] [Today's date] Dear [Customer name], FINAL NOTICE Invoice [Invoice number], dated [Invoice date], for [Amount] is now [Days late] days past due. We sent notices on [First notice date] and [Second notice date]. If we do not receive the full balance, or a signed payment plan, by [Final date], we will [Next step]. We would prefer not to. You can pay here: [Pay link], or call me directly at [Your phone]. Sincerely, [Your name] [Your business]

Only name a next step you will really take and that the law allows: a collection agency, small claims court or, within your state's deadline, a mechanics lien.

When to send a past due invoice letters

This is not legal adviceCancellation fees, deposits and late charges are governed by your written agreement with the customer and by state and local law, and some states limit them on home improvement work. Have an attorney in your state review your policy before you use it.

Send the first notice a few days after the due date. Most late invoices are forgotten, not refused, and a clear, friendly letter with a pay link settles them. Send the second notice one to two weeks later if nothing has come in. Send the final notice when you are ready to act on it.

Keep the dates of every notice. If the bill ends up in small claims court or with a collector, a record of polite, dated reminders helps you. Watch your mechanics lien deadline while you wait; it does not pause for letters.

How to make it yours

Restate the facts. Invoice number, date, amount, the job and the due date in the first two lines.
Make paying easy. A pay link and a mailing address in every letter.
Leave a door open. Ask them to call if something is wrong, or to set up a plan.
Only use a late fee you agreed to. If your signed terms did not include one, leave that line out.
Never threaten what you will not do, and stay inside your state's debt collection rules.

Send it automatically: Invoices and reminders

In Koira, every invoice goes out with a pay link the moment you tap done. When it goes late, Koira has the reminder ready with the same pay link, and Money shows who is late at a glance. Text Koira "who owes me" from the truck and get the list in one line.

Koira's free Office plan includes estimates, invoices and card payments. See pricing for what each plan sends for you.

Last checked October 9, 2026. This page is general information, not legal or tax advice. Rules change and differ by state and city, so confirm with the agency named before you act.

FAQ

When should I send a past due invoice letter?

A few days after the due date for the first notice, one to two weeks later for the second, and a final notice when you are ready to act on it. Send each with a way to pay.

What should a past due letter say?

The invoice number and date, the amount, what the job was, the due date, how to pay, and who to call with a question. The later letters add the dates of earlier notices and the next step.

Can I add a late fee to a past due invoice?

Only if your signed terms included it and your state allows it. If the estimate or contract did not mention a late fee, leave it out of the letter.

What do I do after the final notice?

Take the step you named: a collection agency, small claims court, or a mechanics lien if you are still inside your state's deadline. Talk to an attorney before a lien or a lawsuit.

More templates

Message templatePayment reminderUnpaid invoice reminders: friendly, firm and final notice.Message templateDeposit requestAsk for the deposit: what it covers and a link to pay.Message templateJob completion thank-youThank the customer when the job is done, and invite them back.Koira sends itInvoices and remindersThe same message, sent at the right time without you.TemplatesAll message templatesQuotes, payments, appointments, reviews and more.

Past due invoice letter templates

First notice

Second notice

Final notice

When to send a past due invoice letters

How to make it yours

Send it automatically: Invoices and reminders

FAQ

More templates

We know what works. Leave it to Koira.