Late Payment Demand Letter
How to use: Send version 1 at ~15 days overdue, version 2 at ~30-45 days, version 3 at ~60+ days. Send by email AND postal mail (keep proof of mailing for version 3). Attach a copy of the unpaid invoice every time. Stay factual; never threaten anything you don't intend to do.
Version 1 — Friendly reminder (about 15 days overdue)
Subject: Invoice [#] past due — [Your Company]
Hi [Name],
A quick note that invoice [#] for $[Amount], dated [Date], was due on [Due Date] and is now [X] days past due. A copy is attached.
If payment is already on its way, thank you — please disregard this note. If something about the invoice is holding things up, reply and let me know and we'll sort it out.
You can pay by [payment methods].
Thanks, [Your Name] [Your Company] · [Phone] · [Email]
Version 2 — Firm notice (30-45 days overdue)
Subject: Second notice — invoice [#] is [X] days past due
Hi [Name],
Invoice [#] for $[Amount] is now [X] days past due. I've attached the invoice and my earlier reminder from [Date].
Per our agreement dated [Date], late payments accrue interest at [1.5]% per month, and I've paused [any ongoing work / deliverables handover] until the account is current.
Please pay the full balance of $[Amount + interest, if applying it] by [specific date, ~7 days out]. If your business is dealing with a cash crunch, call me — I would rather set up a short payment plan than escalate this.
[Your Name] [Your Company] · [Phone] · [Email]
Version 3 — Final demand before escalation (60+ days overdue)
Subject: FINAL DEMAND — invoice [#], $[Amount]
Dear [Name],
Despite my reminders on [Date] and [Date], invoice [#] for $[Amount], due [Due Date], remains unpaid. This letter is my final demand.
Unless I receive full payment of $[Amount] by [specific date, 10 business days out], I will pursue the remedies available to me without further notice. Those may include:
- Filing a claim in [County] small claims court for the balance, interest, and court costs;
- Referring the debt to a collections agency; and
- Suspending all licenses to work product delivered under our agreement, as provided in section [X] of that agreement.
I would still prefer to resolve this directly. You can pay by [payment methods], or call me at [Phone] today to arrange payment.
This letter is sent without prejudice to any other rights or remedies, all of which are expressly reserved.
[Your Name] [Your Company] [Address]
Small claims tip: most states let businesses recover amounts like this in small claims court without a lawyer, for a modest filing fee. Bring: the signed agreement, the invoice, proof of delivery of the work, and copies of all three letters.
The full editable template is included in the kit
Plus a signature block, fill-in fields, and notes on what to keep or delete.