Payment Reminder Letter Template

PAYMENT REMINDER LETTER

[Your Company/Business Name]
[Your Address]
[City, State, ZIP Code]
[Phone Number]
[Email Address]

[Date]

[Customer Name]
[Company Name, if applicable]
[Address]
[City, State, ZIP Code]

Re: Payment Reminder - Invoice #[INVOICE NUMBER]
    Amount Due: $[AMOUNT]
    Due Date: [DUE DATE]

Dear [Customer Name]:

This letter is a friendly reminder that payment for the above-referenced invoice is [due soon / past due].

INVOICE SUMMARY:

Invoice Number: [INV-XXXX]
Invoice Date: [ORIGINAL INVOICE DATE]
Original Due Date: [DUE DATE]
Days Past Due: [NUMBER] days (if applicable)

Amount Due:
  Original Amount:     $[AMOUNT]
  Payments Received:  -$[AMOUNT]
  Late Fees (if any):  $[AMOUNT]
  ─────────────────────────────
  CURRENT BALANCE:    $[TOTAL DUE]

PAYMENT REQUESTED:

Please remit payment of $[AMOUNT] by [DATE].

PAYMENT METHODS:

You may pay using any of the following methods:

☐ Check: Make payable to [YOUR BUSINESS NAME] and mail to:
   [Your Address]
   [City, State, ZIP Code]

☐ Bank Transfer:
   Bank: [BANK NAME]
   Account Name: [NAME]
   Account Number: [NUMBER]
   Routing Number: [NUMBER]

☐ Credit Card: Call [PHONE] or visit [WEBSITE]

☐ Online Payment: [PAYMENT PORTAL URL]

☐ Other: [Specify]

Please include your invoice number with your payment for proper crediting.

STATUS OF THIS REMINDER:

☐ FIRST REMINDER - Payment is due soon
   Your payment is due on [DATE]. This is a courtesy reminder.

☐ SECOND REMINDER - Payment is now past due
   Your payment was due on [DATE] and is now [NUMBER] days overdue.
   Please make payment immediately to avoid late fees.

☐ THIRD REMINDER - Account seriously past due
   Your account is now [NUMBER] days past due. Please contact us
   immediately to make payment or discuss payment arrangements.

IF ALREADY PAID:

If you have already sent your payment, please disregard this notice and accept our thanks. If your payment and this letter crossed in the mail, please let us know so we can update our records.

QUESTIONS OR CONCERNS:

If you have any questions about this invoice or are experiencing difficulties making payment, please contact us immediately at:

Phone: [PHONE NUMBER]
Email: [EMAIL ADDRESS]

We may be able to arrange a payment plan or discuss alternative solutions.

LATE PAYMENT CONSEQUENCES:

Please be advised that continued non-payment may result in:
☐ Late fees of $[AMOUNT] or [X]% per month
☐ Interest charges on past-due balances
☐ Suspension of services or future orders
☐ Reporting to credit bureaus
☐ Referral to collections
☐ Legal action to recover the debt

We value your business and hope to resolve this matter promptly.

Thank you for your attention to this matter.

Sincerely,

[Your Signature]
[Your Name]
[Title]
[Company Name]

---

For Office Use:
Invoice #: ________________
Original Amount: $________________
Current Balance: $________________
Days Past Due: ________________
Reminder Level: ☐ 1st ☐ 2nd ☐ 3rd
Date Sent: ________________
Response Received: ☐ Yes ☐ No

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REMINDER SCHEDULE:

☐ 7 days before due - Courtesy reminder
☐ 1 day after due - Past due notice
☐ 15 days past due - Second reminder
☐ 30 days past due - Urgent notice
☐ 45+ days past due - Final notice / collection warning