ClauseryFree payment reminder letter template (Word)
A payment reminder letter for an overdue invoice, from a friendly first reminder to a final notice before further action, with optional part payment, late fee and the date you will act.
No sign-up. Your answers stay in your browser. Who it is for: Freelancers, small businesses and anyone chasing an unpaid invoice before sending a formal demand.
Updated · Word (.docx) · Free to use and adapt
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What is in the payment reminder letter
- Friendly reminder or final notice, from one yes/no question
- Invoice number, amount, what it was for and the due date
- Optional part payment received and the balance still owed
- Pay-by date and how to pay
- Optional late payment charge from your terms
- Final notice: the dates of earlier reminders and what you will do next
- Who to contact about a query or a payment plan
Read the full template
This is the complete wording. [Labels] are filled in from your answers, and highlighted text only appears when it applies; hover over it to see when.
FINAL NOTICE BEFORE FURTHER ACTIONPAYMENT REMINDER
[Letter date]
[Client name]
[Client address]
Re: Invoice [Invoice number] for [Amount due], due [Due date]
Dear [Client salutation],
I hope all is well. This is a friendly reminder that invoice [Invoice number] for [Amount due], for [Services description], was due on [Due date] and has not been paid yet. It may simply have been missed, so a copy is attached.
Invoice [Invoice number] for [Amount due], for [Services description], was due on [Due date] and remains unpaid despite our earlier reminders of [Earlier reminder dates].
Thank you for the [Amount paid] received so far. The balance still owed is [Balance due].
Please pay by [Pay by date]. [Payment instructions]
As set out in our terms, a late payment charge of [Late fee] applies to balances not paid by that date.
If we do not receive payment or hear from you by [Pay by date], we will [Next steps] without further notice. We would much rather settle this directly, so please contact us before then if there is a problem.
If you have already paid, thank you, and please send the payment details so we can match it. If something about the invoice is wrong, or you would like to agree a payment plan, please contact [Contact name] at [Contact email].
Kind regards,
[Contact name]
[Business name]
The questions you answer
Clausery turns the template into a short questionnaire. Optional parts only appear when they apply.
| Question | Type | Asked when |
|---|---|---|
| Is final notice | Yes / no | Always |
| Letter date | Date | Always |
| Client name | Short text | Always |
| Client address | Long text | Always |
| Invoice number | Short text | Always |
| Amount due | Money | Always |
| Due date | Date | Always |
| Client salutation | Short text | Always |
| Services description | Long text | Always |
| Has earlier reminders | Yes / no | If “Is final notice” is yes |
| Earlier reminder dates | Short text | If “Is final notice” is yes and “Has earlier reminders” is yes |
| Has partial payment | Yes / no | Always |
| Amount paid | Money | If “Has partial payment” is yes |
| Balance due | Money | If “Has partial payment” is yes |
| Pay by date | Date | Always |
| Payment instructions | Long text | Always |
| Mention late fee | Yes / no | Always |
| Late fee | Money | If “Mention late fee” is yes |
| Next steps | Long text | If “Is final notice” is yes |
| Contact name | Short text | Always |
| Contact email | Always | |
| Business name | Short text | Always |
How to use it
Open it
Click Fill it in now. The template opens in Clausery with its questionnaire ready.
Answer the questions
Work through the sections. Drafts save as you type, on your device.
Download the document
Get a finished Word file with your formatting intact, or print it to PDF.
Prefer to start from your own wording? Download the Word file, edit it, keep the {tags}, and upload it to Clausery. See the template syntax.
Questions
When should I send a payment reminder?
A common rhythm is a friendly reminder on the due date, a firmer one about a week later, and a final notice two to three weeks after the due date. The first reminder should assume the invoice was simply missed.
What is the difference between a final notice and a demand letter?
A final notice is the last reminder in your normal process and says what you will do next. A demand letter is a formal step, usually sent just before court or a collection agency. If the final notice is ignored, use the free payment demand letter template.
Can I add a late fee?
Only if your contract or terms allow one, or the law gives you one, such as statutory interest on business-to-business debts in the UK. Switch on the late fee line and use the amount your terms allow; the free late payment interest calculator works it out.
Is it really free?
Yes. The download is free, and filling it in with the Clausery app is free too, with unlimited documents. Library templates never count towards a plan limit, and no account or card is needed.
Is my information uploaded anywhere?
No. Clausery runs entirely in your browser. Your answers and the finished document are created and stored on your own device.
Is this legal advice?
No. These are general samples. Laws differ between countries and states, so have the wording reviewed for your situation before you rely on it.
Clauses in this template, explained
Guide: What to do when a client won't pay: a step-by-step plan
Free tool: Late payment interest calculator
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This template is a general sample and not legal advice. Laws vary by jurisdiction; have it reviewed before use.