Free payment reminder letter generator

Questions people ask

When should I send the first one?

About a week after the due date. Any sooner and you look twitchy; much later and the invoice has been filed under things that apparently did not matter. Most late invoices are late because one person forgot, so the first letter should assume exactly that.

What is the difference between the three levels?

Reminder assumes an oversight and asks. Firm says it is now the second time and asks what is holding it up. Final notice says what happens next if nothing does. They are a sequence — start at the top and work down, because opening with a threat costs you the client and does not get you paid any sooner.

Should I send a letter or an email?

Send the email, and attach this. An email is easy to leave in an inbox; a PDF with a letterhead, a subject line and a signature is a document, and it is the thing that gets forwarded to whoever actually presses the button in accounts. It is also what you want on file if this ends up somewhere formal.

Does it work out how overdue the invoice is?

Yes. Give it the due date and the date of the letter and it prints the number of days, in the wording and in the panel. It also tells you when a final notice is early — a final notice for something three days late reads as unhinged.

Will it look like my invoices?

Yes, if you have made one here. Your business details, your logo, the accent colour, the typeface and your payment instructions all carry across, and so does the client, because everything you save is stored by what it means rather than by which tool you were using at the time.

Should I add interest or a late fee?

Only if your original terms said you would, and then say which term you are relying on. There is a note field for that. Inventing a late fee that was never agreed is not enforceable and gives the client a reason to argue about the whole invoice rather than pay it.

What if they still do not pay?

The final notice is the last step this tool covers. After that it is small claims, a collection agency, or writing it off — all decisions rather than documents. Whichever you pick, a dated trail of three letters is what makes the case straightforward.

Is the client's information sent anywhere?

No. The letter is built inside your browser on your own device, and the PDF is created there too. Nothing you type is uploaded to us, because there is nothing on our side to receive it.