Free email template

Past-due final notice, on the record.

When the friendly email and the firm one got nothing, this is the one you want in your sent folder. It lists every date you reached out, states the balance, points to the late fee in your own agreement and gives one deadline.

Final notice with late fee

Subject: Final notice: [Amount] past due on invoice [Invoice number]

Hi [Customer full name],

This is a final notice about invoice [Invoice number] for [Job description] at [Job address], completed on [Completion date]. The balance of [Amount] was due on [Due date] and is now [Number] days past due.

I emailed about it on [Date of first reminder] and [Date of second reminder], and called on [Date of call]. I haven't received payment or heard about any problem with the work.

Under the agreement you signed on [Agreement date], [late fee terms, copied word for word from your agreement]. As of today, the late fee comes to [Late fee amount].

If the balance of [Amount] is paid by [Final date], I'll waive the late fee. You can pay by card here: [Pay link]

If payment isn't received by [Final date], I will [the one next step you will actually take, as your contract and your state allow]. I'd rather not. If something is keeping you from paying in full, call me at [Phone] before that date and we can put a payment schedule in writing.

[Your name] [Company] [License number, if your state requires it] [Phone]

Let Redline write it for you

A starting point, not legal advice. Late fee and collection rules vary by state, so only charge a fee your signed agreement allows, and have the wording checked for your state.

When it's time for this one

Send it after a friendly reminder and a firm one have gone unanswered and you've tried to call. On a small service invoice that's often 3 to 4 weeks past due. On a big job with a supplier bill behind it, you may get there sooner. Either way, the final notice follows a conversation you tried to have. It doesn't replace one.

If you haven't sent the softer emails yet, start with the payment reminder emails.

What to change before you send

Check your signed agreement for a late fee clause. No clause, no fee: delete that paragraph and the waiver line
Copy the late fee terms exactly as written. Don't round them up or restate them in your own words
If you'd rather collect the fee than waive it, drop the waiver line and bill the fee on its own invoice
Use real dates for every email and call. This email may end up in front of someone else, so make it read like a log
Give at least a week before the deadline, and name only a next step you'll really take
Leave out capital letters, "legal action" and anything you'd be embarrassed to have read back to you

Drafted from the invoice and your dates

Draft a final notice to Kowalski for the deck invoice. 31 days past due, I emailed on Sept 12 and 22 and called Monday. Contract has a 1.5% monthly late fee, waive it if he pays by the 20th

Subject: Final notice: $6,480 past due on the deck invoice

Hi Pete, this is a final notice about the $6,480 invoice for the composite deck at 22 Orchard Rd. It was due September 5 and is now 31 days past due. I emailed on September 12 and 22 and called on October 5. Under our agreement, a late fee of 1.5% per month applies, which comes to $97.20 today. If the balance is paid by October 20, I'll waive it. You can pay by card here: [pay link].

Thanks, Ray

Copy the pay link from the invoice in Money into the email with Edit, then tap Approve & send to email it from your Gmail.

Sent. Remind me on the 21st to check.

Reminder set for October 21. It'll be in that morning's brief.

You approve every word before it goes. Redline doesn't text, and it never sends a notice on its own.

What Redline does here, and what it doesn't

Redline does

Draft the notice from one line, pulling the balance and job from the invoice
Send it from your own Gmail after you approve it, and log it on the customer's file
Flag the unpaid invoice at day 3, 7 and 14 after you sent it, so you see it slipping (Solo and up)
Remind you on the day you pick to check whether it was paid

Redline doesn't

Add a late fee to an invoice or charge interest on its own
Send notices or reminders to the customer without you
Read the customer's reply (it lands in your Gmail)
Give legal advice, file liens or send anything to collections

Questions contractors ask

Can I add the late fee to the original pay link?

No. A pay link is for the invoice as you sent it, and Redline has no late fee setting. If you collect the fee, bill it on its own invoice. Invoices are on the Solo plan. See invoicing.

Should a final notice mention small claims court?

Only if you've decided you'll go and you've checked how it works in your state. An empty threat makes your next message worthless. That's why the template leaves the next step as a placeholder.

Does the customer get the overdue alerts too?

No. The day 3, 7 and 14 alerts are pushes to you, the owner, on the iPhone app. The only thing the customer receives is an email you approve. See overdue invoice alerts.

Catch it at day 3, not day 30.

On Solo, Redline flags late invoices at day 3, 7 and 14 and tells you who to call. Start free and turn invoicing on when you're ready.

Try invoicing free for 7 days App Store