No one likes having to chase after clients for overdue payments, but it’s a reality for many home service providers. Clients may miss payments for innocent reasons, but you still need to get paid for the work you’ve done.

If you find following up on overdue payments uncomfortable, use these templates to help. We’ll walk you through four polite, professional, and pointed templates that you can use for past due invoices.

Overdue Payment Reminder Templates

Timing is everything when it comes to overdue payments. Your best strategy may be to send payment reminders at one or every stage below:

  1. On the payment due date referenced in your invoice
  2. One day after the due date referenced in your invoice
  3. Three to seven days after the due date
  4. 14 days after the invoice due date

It’s up to you if you want to send just one reminder or schedule more frequent payment reminders until payment is received.

We suggest sending overdue payment reminders via email or SMS because they are instant and easy to track.

Use this template for clients who haven’t paid by the due date referenced on their invoice.

Keep your tone friendly, polite, and straightforward. The client isn’t actually late, but it doesn’t hurt to give them a gentle nudge in case they forgot to make a payment earlier or have a question about the invoice they’ve been meaning to ask.

Include important information like the amount due and how to pay it. If you offer a client self-service portal, add a link to payment even easier.

Overdue Invoice Reminders in Jobber

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This template is for clients who missed their due date by a day. At this point, they are officially behind, but not by much.

Keep your message professional, but this time, consider including additional information that may help them to make a payment, like a copy of the full invoice and how to get in touch with you. A simple question or technical issue may be the only thing holding them up.

Use this template if a client is up to a week late in making a payment. This client is verging on being problematic. Although their lack of payment could still be a matter of forgetfulness or oversight, it’s an oversight that’s hurting your cash flow.

If you’ve sent other outstanding payment letters before this one and they still haven’t responded, it’s time to switch up the tone and go for a more direct approach.

When a client is more than two weeks past due, your payment reminder letter becomes more of a collection letter.

By now, you’ve likely reached out more than once to remind a client to pay the invoice without receiving a response, which can be frustrating. It’s still important to keep your messaging professional and to the point. You should follow-up this email with phone calls directly to the client.

Your goal is to get the client to respond. Starting a dialogue can give you insight into why payment has not been made, when you can expect it, and whether you need to offer a payment plan for the overdue amount.

How to send overdue payment reminders

Ideally, you want to send past due notices via the same method you used to communicate with the client initially. But, when payments start to get really behind, it’s fair game to use any methods available.

The most common ways to send overdue invoice letters include:

Email is preferred over phone or mail, as it gives you an electronic paper trail, detailing when your messages were sent, what they said, and which address they were sent to.

If emails don’t get a response, try supplementing them with a text, phone call, or even mailing a printed copy to the address you have on file.

You want to ensure that your clients are receiving your invoices and payment reminders and that they aren’t being sent to the wrong address. Using multiple methods can help you to reach a client.

Just make sure not to go overboard by sending too many messages at once.

For example, a message sent on the date the payment is due doesn’t need to be supplemented with a phone call or text message. Whereas a message for a payment that’s more than two weeks past due may need to be mailed and texted in order to ensure it’s been received.

Preventing past due payments

Overdue Invoice Reminders

The best way to avoid late payments is to set yourself up for success before you even invoice a client. Clearly outline payment details in your invoices and develop a payment reminder strategy early on.

Next, set up payment reminders. You can automatically remind clients their invoice is due, and give them a one-click option to pay.

You can even customize your message to include one of the templates we shared above. That means that Jobber takes on the administrative footwork of remembering who to send a payment reminder to and when. You’ll have more time to focus on bringing in new clients and getting jobs done.

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