Before you hire a collection agency: past due invoice email templates and a free collection toolkit

Collection readiness checklist

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Readiness score: 0%.

• Signed contract, purchase order or credit application
• Copies of every unpaid invoice
• Account statements showing the balance
• Proof of delivery or completed work (signed delivery receipts, sign-offs, photos)
• Emails and messages with the customer about payment
• Call log: dates, who you spoke to, what was promised
• Debtor’s full legal business name (not just a trade name)
• Debtor’s current address and phone
• Debtor’s EIN, if you know it
• Owner, principal or personal guarantor details, if any
• Payment history, including partial payments
• Notes on any disputes or complaints about the work
• Any lien, bond or other deadlines that may apply to your industry and state, noted for a professional to check

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General information only, not legal advice. Lien, bond and lawsuit deadlines vary by state and industry; ask a licensed attorney about yours.

DIY collection timeline: day 1 to day 90

Industry guidance puts referral to a professional collector at about 60 or 90 days past due^[source], and a commercial account’s probability of collection falls from 85% at 60 days to 74% at 90 days^[source].

Past due invoice email templates

Copy, fill in the brackets and send. Keep every message factual and polite; it may be read later by a collector or a judge.

Subject: Friendly reminder: invoice #[number] for $[amount]

Hi [Name],

A quick reminder that invoice #[number] for $[amount], due [due date], is still open on our side. I’ve attached a copy, and you can pay here: [payment link].

If it’s already on its way, thank you, and please ignore this note.

Best,
[Your name]
[Company] · [Phone]

Subject: Past due: invoice #[number], now [X] days overdue

Hi [Name],

Invoice #[number] for $[amount] is now [X] days past due. We haven’t received payment or a payment date.

Please pay by [pay-by date] or reply with a date you can commit to in writing. If there’s a problem with the invoice, tell me now so we can resolve it.

Thank you,
[Your name]
[Company] · [Phone]

Subject: Final notice before referral: invoice #[number]

Hi [Name],

Despite our earlier reminders, invoice #[number] for $[amount] remains unpaid, now [X] days past due.

Please pay the full balance by [final deadline]. If we don’t receive payment or a written payment arrangement by then, we intend to refer this account to a collection agency or attorney without further notice.

Sincerely,
[Your name]
[Title], [Company] · [Phone]

More free tools

• Demand letter for payment template for the day-60 final notice.
• Unpaid invoices calculator to see what you’d net after a collection fee.
• How to collect unpaid invoices: the full guide.
• What a collection agency needs from you.

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