Having and overdue invoice template on hand will make collecting money from clients a little more hassle free. When writing an overdue invoice, it is important to be clear and concise while also showing a sense of urgency for the overdue payment.
How do you Write an Invoice Overdue Letter?
Follow the simple outline below when crafting your overdue invoice letter.
Heading
Your company name should appear as the letterhead. The recipient will immediately know who they are receiving this from.
Date and recipient information
On the left hand side of the page at the top- the recipient’s name (or company) should read as follows:
06/09/17
First Name Last Name (ex. John Smith)
Adress (ex. 555 W Main St Apt 5
Harrisburg, PA 55555)
Letter Body
Start with the addressing the letter using the word “Dear, Name”
Dear Recipient,
This is a friendly reminder that there is a balance of $xxx.00 due for services rendered at NAME OF YOUR COMPANY OR WHO IS OWED MONEY. Please resolve within 7 business days of this letter. (Underlined and bolding in the letter will create a sense of urgency for payment.) If you have any questions or are in need of financial arrangements please contact us (or me) at 555-555-5555. For your convenience, I am available DATES AND HOURS YOU ARE FREE. Thank you.
** (IF YOU OFFER ONLINE PAYMENT, PROVIDE THE URL HERE AFTER THE BODY.)
End of Letter
Thank you very much for your anticipated cooperation in this matter.
Sincerely,
YOUR NAME
YOUR CONTACT INFO
Footer
At the very bottom of the letter, center your contact info as a footer. (Name, Address and Phone Number)
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Tips for Writing an Overdue Invoice Letter
- Don’t be rude.
Most times, when someone owes money, they are aware and stressing out about it already. Having and unfriendly or pushy tone will not get your money any quicker, it will just make the client uncomfortable. Don’t forget to say “Thank You!”
- Have your contact info a minimum of twice.
When people know they are reading an invoice, they will often skim the letter. Make sure your contact information is on their at least twice, they surely won’t miss it.
- Hand Sign the letter
Always hand sign your letters when you sign off. It shows that you are invested in you business/services.
- Don’t forger to underline!
Don’t forget to underline and set a deadline (even though it is already passed due.) When you underline and set a new deadline for payment, it shows that even thought they missed the payment the first time around, there is still time for them to make it right.
Why You Should Use Overdue Invoice Letter Templates
It is important to use these templates for a few reasons.
- Your message is consistent – every time a client gets a letter from you, its the same or very similar message.
- It saves time- Instead of rewriting a letter every time you need to collect a missed payment, you will have a template ready to go that just needs a few edits (date, amount owed, recipient’s name)
- Professionalism – By having a consistent and official letter, it shows that you are professional, which is more likely to get you paid.
Related: payment reminder letters
