The overdue chase, already written.
Seven reminder emails, from the gentle first nudge to the final notice before escalation. Each is tone-graded, short enough to be read, and firm without burning the relationship. Read them all below; the editable pack for your own templates is yours for an email.
The heads-up - a few days before due
tone: friendlyHi {first name},
A quick note that invoice {number} for {amount} falls due on {date}. Nothing needed if payment is already on its way; this is just so it lands on the right list on your side.
If anything about the invoice needs correcting, tell me now and we will fix it before the date. Thank you.
Day 1–3 past due - the soft nudge
tone: lightHi {first name},
Invoice {number} for {amount} came due on {date} and has not arrived yet on our side. These things slip. If it is already scheduled, ignore me entirely.
If it is stuck for any reason, reply here and we will sort it together.
Day 7 - the direct ask
tone: plainHi {first name},
Invoice {number} for {amount} is now a week past its due date of {date}. Could you let me know when payment is scheduled?
If there is an issue with the invoice itself, or timing is difficult this month, say so. A date we can plan around beats silence for both of us.
Day 14 - the statement
tone: formal, still warmHi {first name},
Attached is your current statement: invoice {number} for {amount}, now {days} days past due. We would like to get this settled this week.
If payment has been made in the last few days, thank you, and please send the reference so we can match it. Otherwise, a payment date by return would be appreciated.
Day 21 - the phone-call companion
tone: directHi {first name},
As mentioned on the phone today: invoice {number} for {amount} is {days} days overdue, and we need a firm payment date. You mentioned {commitment}; I have noted that here so we are working from the same line.
If that date moves, tell me before it passes, not after.
Day 30 - consequences, stated plainly
tone: firmDear {first name},
Invoice {number} for {amount} is now 30 days past due. Per our terms, we must now {consequence - e.g. apply late-payment interest / pause further deliveries} unless payment is received by {date}.
We would much rather not. If there is a genuine difficulty, call me today and we will agree a plan, but the account cannot stay open-ended.
Day 45+ - the final notice
tone: formalDear {first name},
Despite previous reminders on {dates}, invoice {number} for {amount} remains unpaid, now {days} days past due. Unless full payment is received by {date}, we will pass the account to {collections partner / legal counsel} without further notice.
Payment today stops the process immediately. The remittance details are below.
The timing playbook
| When | Send | Channel | Rule |
|---|---|---|---|
| Due −3 days | #1 heads-up | Only for invoices above your notify-threshold | |
| Due +1–3 | #2 soft nudge | Assume process, not intent | |
| +7 | #3 direct ask | Ask for a date, not an apology | |
| +14 | #4 statement | Email + statement | Move to account level |
| +21 | #5 call + companion | Phone, then email | Write every commitment down |
| +30 | #6 consequences | Only consequences you will enforce | |
| +45 | #7 final notice | Email (+ letter if large) | Cite the reminder history |
Make them your templates, not ours.
The pack has all seven emails as editable documents plus Odoo-ready wording for your reminder templates, with the merge fields marked. One email, one send. No sequence.
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