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Subject: Quick reminder: invoice [number] due [date]

Hi [first name],

Hope you are well. Just a quick note that invoice [number] for $[amount] was due on [date] and we have not seen it come through yet.

I have attached a copy for you. Payment details are on the invoice, or you can pay by [method].

If it is already on its way, thank you and please ignore this. If anything is holding it up, just let me know and we will sort it out.

Thanks,
[Your name]
[Business name] | [Phone]

Subject: Invoice [number] now 14 days overdue

Hi [first name],

I am following up on invoice [number] for $[amount], which was due on [date] and is now 14 days overdue. I sent a reminder on [date] and we spoke on [date], when payment was expected by [promised date].

We have not received it yet. As a small business, late payments have a real impact on our cash flow, so I would appreciate payment in full by [date, 5 business days out].

If there is a problem with the invoice or the work, please tell me now so we can fix it. If you need to pay in instalments, I am open to a short payment plan as long as we agree it in writing this week.

Regards,
[Your name]
[Business name] | [Phone]

Subject: FINAL NOTICE: invoice [number], $[amount] overdue

Dear [name],

This is a final notice about invoice [number] for $[amount], issued on [date] and due on [date]. Despite our reminders on [dates], the amount remains unpaid.

Please pay the full amount of $[amount] by [date, 7 to 14 days out].

If we do not receive payment or hear from you with an acceptable arrangement by that date, we intend to [choose the step you will actually take: send a formal letter of demand / refer the debt to a licensed collection agency / lodge a claim with the relevant tribunal or court]. Any further steps will be in line with our agreed terms of trade.

We would much rather resolve this directly. If you would like to discuss a payment arrangement, please call me on [phone] before [date].

Yours sincerely,
[Your name]
[Title], [Business name]
[ABN]

1. OPEN: "Hi [name], it is [your name] from [business]. Have you got two minutes? I am calling about invoice [number]."

2. STATE THE FACTS: "It was for $[amount] and was due on [date]. I just want to check you received it and see where it is up to."

3. LISTEN: Let them talk. Ask: "Is there anything wrong with the invoice or the work?" Fix genuine issues fast.

4. ASK FOR A COMMITMENT: "Can you confirm a date it will be paid?" Then be quiet and wait for the answer.

5. PIN IT DOWN: "Great, so $[amount] by [day, date]. Who will process it?"

6. IF THEY CANNOT PAY IN FULL: "What could you pay this week, and what could you manage after that?" Move to the payment plan note.

7. CLOSE: "Thanks, I will email you now to confirm what we agreed."

Tips: call during business hours, stay calm, never argue, and write notes as you go.

Subject: Confirming our payment arrangement for invoice [number]

Hi [first name],

Thanks for talking with me today. As agreed, the outstanding balance of $[total] on invoice [number] will be paid as follows:

- $[amount] on [date]
- $[amount] on [date]
- $[amount] on [date]

Payments to: [bank details / payment link], reference [invoice number].

If a payment is going to be late, please let me know before the due date. If a payment is missed without contact, the full remaining balance will become due and we may take further steps under our terms of trade.

Please reply to confirm you agree to this arrangement.

Thanks for working with us on this,
[Your name]
[Business name] | [Phone]