Payment Reminder Letters for Overdue Invoices (Word and PDF)

A payment reminder letter is a formal, signed request to pay an overdue invoice. It names the invoice, the amount and the original due date, sets a new date to pay by, and repeats your payment details. Most clients pay after an email, but when emails go unanswered, or the amount is large, a letter on paper or as a signed PDF shows you are keeping a record and taking it seriously.

Below are three letters, one for each stage. Download the Word file to edit it, or copy the text, fill in the parts in [brackets], sign it and send it with a copy of the invoice.

Jump to: first reminder letter · second reminder (overdue invoice letter) · final notice letter · late fees and interest

Which payment reminder letter to send, and when

If you are still at the email stage, start with our payment reminder email templates: six emails from a heads-up before the due date to a final notice, plus text messages.

First payment reminder letter (Word and PDF)

[Your name or business name]
[Address]
[Email] · [Phone]

[Date]

[Client name]
[Client company]
[Client address]

Re: Payment reminder — invoice [number]

Dear [client name],

I hope you are well. This is a friendly reminder that invoice [number], dated [invoice date], for [amount] was due for payment on [due date]. According to my records it has not been paid yet.

If the payment is already on its way, thank you, and please ignore this letter. If not, I would be grateful if you could arrange payment by [date, e.g. 7 days from the date of this letter], using the details below:

Bank: [bank name]
Account name: [account name]
Account number / IBAN: [number]
Payment reference: [invoice number]

I have enclosed a copy of the invoice. If you have any questions about it, please contact me at [email / phone].

Yours sincerely,

[Signature]
[Your name]
[Your business name]

Enclosed: copy of invoice [number]

Second reminder letter for an overdue invoice (Word and PDF)

[Your name or business name]
[Address]
[Email] · [Phone]

[Date]

[Client name]
[Client company]
[Client address]

Re: Second reminder — overdue invoice [number]

Dear [client name],

I wrote to you on [date of first reminder] about invoice [number], dated [invoice date], for [amount]. The invoice was due on [due date] and is now [number] days overdue. I have not yet received payment or a reply.

Please pay the outstanding balance of [amount] by [date, e.g. 7 days from the date of this letter], using the details below:

Bank: [bank name]
Account name: [account name]
Account number / IBAN: [number]
Payment reference: [invoice number]

As set out in my payment terms, [a late fee of X / interest at X%] may be added to the balance if it is still unpaid after that date.

If you have already paid, please send me the payment date and reference so I can match it. If there is a problem with the invoice or the work, please tell me now so we can resolve it.

Yours sincerely,

[Signature]
[Your name]
[Your business name]

Enclosed: copy of invoice [number]

Final notice letter (Word and PDF)

[Your name or business name]
[Address]
[Email] · [Phone]

[Date]

[Client name]
[Client company]
[Client address]

Re: Final notice — unpaid invoice [number]

Dear [client name],

Our records show that invoice [number], dated [invoice date], for [amount] was due for payment on [due date]. Despite reminders sent on [dates], it remains unpaid and is now [number] days overdue.

Please pay the full balance of [amount] by [date, e.g. 14 days from the date of this letter], using the details below:

Bank: [bank name]
Account name: [account name]
Account number / IBAN: [number]
Payment reference: [invoice number]

If payment is not received by that date, I intend to [add late payment interest and charges as set out in my terms / pass the debt to a collection agency / start a claim to recover the debt] without further notice.

If you have already paid, please send me the payment date and reference so I can match it. If there is a problem with the invoice, or you would like to agree a payment plan, please contact me at [email / phone] before [date].

Yours sincerely,

[Signature]
[Your name]
[Your business name]

Enclosed: copy of invoice [number]

What every payment reminder letter should include

• Your details and the client's: names, business names and addresses, and the date of the letter.
• A clear heading with the invoice number, such as "Re: Second reminder — overdue invoice INV-0042".
• The facts: invoice date, amount, original due date and how many days overdue it is.
• Earlier reminders: the dates you emailed or wrote before, from the second letter on.
• A new date to pay by, not "as soon as possible".
• How to pay: bank details or a payment link, and the reference to use.
• What happens next, in the final notice only, and only steps you will actually take.
• A way out: ask the client to tell you about any problem with the invoice, or to propose a payment plan.
• A copy of the invoice, enclosed every time.

Letter or email?

Start with email: it is quicker, and most late invoices are simply forgotten. Move to a letter when two or three emails have gone unanswered, when the amount is large, or when you think you may need to show later that you asked properly. Email the letter as a signed PDF so it arrives the same day, and post a copy for larger amounts using a service that gives you proof of delivery. Keep copies of everything you send.

Late fees and interest

A letter can only mention a late fee or interest you are actually entitled to charge, so check your terms before you write it in.

• United Kingdom: if no payment date was agreed, a business-to-business payment counts as late 30 days after the client receives the invoice or you deliver the work, whichever is later. You can then claim statutory interest at 8% plus the Bank of England base rate, plus a fixed recovery charge of £40 (debts under £1,000), £70 (£1,000 to £9,999.99) or £100 (£10,000 or more), unless your contract sets a different rate.
• Elsewhere: late fees and interest generally have to be agreed in your contract or payment terms, and local rules vary. Put them on the quote and the invoice before the work starts.

In the UK, if you may go to court and your client is an individual or sole trader, the Pre-Action Protocol for Debt Claims asks for a letter before claim that gives them 30 days to reply. This is general information, not legal advice. If a large debt stays unpaid, ask a solicitor or your local business advice service about the next steps.

After the final notice

If the deadline in the final notice passes, phone the client before doing anything else: a call often gets a date when letters don't. If that fails, the usual options are pausing any further work, a collection agency, or a small claim through the courts. Whichever you choose, do what the final notice said you would do, and nothing you didn't warn about.

Frequently asked questions

How do I write a payment reminder letter?
Put your details, the date and the client's address at the top, and the invoice number in the heading. Then state the invoice date, amount and due date, ask for payment by a specific date, repeat your payment details, enclose a copy of the invoice, and give the client a way to raise a problem. Keep the first letter friendly and get firmer with each one.

What is the difference between a payment reminder letter and a final notice?
A reminder letter asks for payment and assumes the delay may be an oversight. A final notice comes after earlier reminders have been ignored: it lists those reminders, sets a firm deadline, and says exactly what you will do if the invoice is still unpaid, such as adding late charges, using a collection agency or starting a claim.

How long should I give a client to pay after a reminder letter?
Seven days is common for a first or second reminder and 14 days for a final notice. In the UK, if you may go to court and the client is an individual or sole trader, the Pre-Action Protocol for Debt Claims asks for a letter before claim that gives them 30 days to reply.

Can I add a late fee or interest in a reminder letter?
Only if you are entitled to it. In the UK, businesses can claim statutory interest on late business-to-business payments at 8% plus the Bank of England base rate, plus a fixed £40, £70 or £100 depending on the size of the debt, unless the contract says otherwise. Elsewhere, late fees and interest generally need to be agreed in your contract or payment terms.

Should I send a payment reminder letter by email or by post?
Email the letter as a PDF so it arrives the same day, and for larger amounts post a signed copy as well, using a service that gives you proof of delivery. Keep copies of everything you send; you will need them if the debt goes further.