How to write a late payment email (with templates) (2024)

FAQs

How to write a late payment email (with templates)? ›

Dear [Contact Name], I would like to apologize regarding the delayed payment for invoice [Insert Invoice Number]. We experienced a [payment processing error, administrative issue, etc.] that resulted in a delay in processing this payment.

Dear [Contact Name], I would like to apologize regarding the delayed payment for invoice [Insert Invoice Number]. We experienced a [payment processing error, administrative issue, etc.] that resulted in a delay in processing this payment.

“I am writing because our records show an outstanding balance of [amount] for [invoice number], which was due on [insert date]. As this payment is now [number of days] overdue, we would like to bring this account to close. The original invoice is attached in case you did not receive the original notification.”

We have yet to receive payment from yourselves of [amount owed on invoice] in respect of our invoice [invoice reference number] which was due for payment on [date due]. I would be really grateful if you could let me know when we can expect to receive payment. I have attached a copy of the invoice for your reference.

Include as many details as you can regarding the payment, such as the invoice number and amount. As always, continue reminding them of when the due date was, and how overdue they are. However, remain helpful—you never know what they could be going through, or if there was some sort of mix-up.

I am sincerely sorry for the delay in payment on {loan type}. I apologize for any inconvenience or frustration this caused you. The delay was caused by {reason}. While I take full responsibility for my mistake, I would like to assure you that this was a one-time error on my part.

How do you respond to an overdue payment? ›

Responding to a late payment email involves addressing the issue promptly and professionally. Start by apologizing for the delay and acknowledging any inconvenience caused. Be transparent about the reasons for the late payment, without oversharing personal details.

Keep it short and sweet. You might consider writing a goodwill letter if you missed one or more payments due to a medical emergency, a divorce, job loss, or a natural disaster. An issue with mail delivery due to a move could be another valid reason to write a goodwill letter.

Dear [Customer's Name], We hope this email finds you well. Our records indicate that we haven't received your payment for [Invoice/Service/Product] yet. As a valued customer, we wanted to send you a friendly reminder to settle the outstanding amount of [Amount Due] at your earliest convenience.

This is a friendly reminder that we haven't received payment for invoice [Invoice Number]. The payment was due on [Due Date]. We're not aware of any outstanding issues or reasons for non-payment, so we would like to respectfully ask you to make payment as soon as possible.

Further to my previous correspondence, I am contacting you regarding late payment for invoice [invoice number]. The invoice was due on [due date], and payment is now overdue by [number of days overdue]. Be advised that late payment interest may be applied if we do not receive payment within 30 days.

The credit card company just increased the penalty on late payments.

Thanking the sender for reaching out and expressing your interest in connecting is good enough if you're responding days or even weeks later. You may even get away with acknowledging the lapsed time, with something along the lines of: Thanks so much for reaching out a few weeks ago!

If a payment is late, don't wait to follow up. Send a quick email, or make a friendly call to find out why payment is delayed. Customers will pay the company demanding payment before they'll pay companies that do nothing. Find out why your customer can't pay on time, and find a solution beneficial to both of you.

The invoice was due on [due date], and payment is now overdue by [number of days overdue]. Be advised that late payment interest may be applied if we do not receive payment within 30 days. Let us know when we can expect to receive payment for the outstanding invoice.