NOÉTech Growth FR · Lire cette page en français Free diagnostic

Unpaid invoice reminder schedule and templates

In brief

A reminder works when it goes out on a date set in advance, not when someone remembers. A simple schedule: a polite reminder 5 days before the due date, a WhatsApp message the day after, a written reminder at 7 days, a call to the accountant at 15 days, and a formal notice at 30 days.

How to use this schedule

Your client pays first the suppliers who follow up on fixed dates. The schedule below starts before the due date: the D-5 message checks that the invoice has been registered, which removes the most common excuse. Each later step is a little firmer, and each one leaves a written, dated trace.

Dates and tone are adjusted client by client, and written into your payment terms so the client knows them from the start. Copy a message, replace the [brackets], and send it. The formal notice is the last step before a procedure such as the payment order: it shows the client was warned.

  1. D-5

    Polite reminder before the due date

    WhatsApp or email 
    Hello [First name],

Please find attached invoice no. [N] for [amount] FCFA, due on [date].
Could you confirm it has been registered for payment?

Best regards,
[Your name]
    Template to adapt: replace the [brackets].
  2. D+1

    The due date has passed

    WhatsApp 
    Hello [First name],

Invoice no. [N] for [amount] FCFA was due yesterday.
When is payment scheduled?

Thank you,
[Your name]
    Template to adapt: replace the [brackets].
  3. D+7

    Second written reminder

    Email 
    Subject: Invoice no. [N] due on [date]

Hello [First name],

Unless we are mistaken, invoice no. [N] for [amount] FCFA, due on [date], remains unpaid.
Under article [X] of our payment terms, a penalty of [X]% per month of delay applies.
Please arrange payment by [date] at the latest.

Kind regards,
[Your name]
    Template to adapt: replace the [brackets].
  4. D+15

    Call the right person

    Phone call 
    Who to call: the accountant or finance director, not just your usual contact.

1. Has invoice no. [N] been received and approved?
2. Who still needs to sign it?
3. What is the payment date?

Write down the name, date and commitment.
Confirm in writing the same day.
    Template to adapt: replace the [brackets].
  5. D+30

    Formal notice

    Letter delivered against receipt 
    Subject: Formal notice to pay

Dear Sir or Madam,

Despite our reminders of [dates], invoice no. [N] for [amount] FCFA, due on [date], remains unpaid.
We hereby give you formal notice to pay this sum within eight (8) days of receipt of this letter.
Failing this, we will initiate the procedures provided by law, including a payment order.

Yours faithfully,
[Name, title, signature]
    Template to adapt: replace the [brackets].