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Templates

Past due invoice email templates: day 4, day 12, day 26

Same facts, same pay link, three temperatures. Then it stops and hands you the call.

Invoice 1043 — Vasquez Cabinetry — $2,840

Due 30 Sept · net 30 · three rungs

Day 4 · Subject: Invoice 1043 — $2,840

Hi Marie,

Invoice 1043 for the September fit-out came due on the 30th and I don't think it's landed yet — $2,840, and you can pay it here: [pay invoice 1043].

If it's already gone through, ignore me. If it's stuck on your side, tell me where and I'll work around it.

Tom

Day 12 · Subject: Invoice 1043 — $2,840, now 12 days overdue

Hi Marie,

Following up on invoice 1043 — $2,840, due 30 September, so twelve days now. Pay link: [pay invoice 1043].

If there's a date it can be paid by, let me know and I'll leave it with you until then. If something on the invoice is wrong, tell me and I'll fix it today.

Tom

Day 26 · Subject: Invoice 1043 — $2,840, 26 days overdue

Marie,

Invoice 1043 is $2,840 and 26 days past its due date of 30 September. Our terms are 30 days net, with work paused on accounts more than 30 days overdue — which this reaches on Thursday.

I would much rather not pause anything. Pay link is [pay invoice 1043]; if you need a payment plan, say so today and we will set one up.

Tom

Day 36 · Nothing is sent

To the owner: “Vasquez Cabinetry, $2,840, 36 days, chased three times, no reply since the 30th. Your call.”

Example drafted to Mycel's quality bar. The firm is fictional and every figure is invented.

Why it works

  • Invoice number, amount and pay link in every email.
  • Day 12 asks for a date, not payment. A named day turns a problem into a schedule.
  • The only consequence named is one the contract contains.

How to use the template

  1. 01Day 4: remindFour sentences. Invoice, amount, due date, pay link, and an easy out if it's already paid.
  2. 02Day 12: ask for a dateState the age as a number. Offer to fix the invoice if it's wrong — unpaid often means disputed.
  3. 03Day 26: final noticeYour real terms and the real date they bite. Offer a payment plan.
  4. 04Day 36: stopA fourth email is not a new argument. Phone, pause or write off is the owner's call.
Download the three emails (.md)

Try it on one of your own clients.

Bring last month's version. Mycel drafts this month's in your style; you approve it, they pay.

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