Choose a reminder based on what happened to the invoice. A friendly notice suits an ordinary overdue balance. Use the partial-payment letter when money has already arrived, the installment reminder when an agreed payment is due, or the dispute follow-up when a charge is under review. The Excel tracker helps you prioritize open balances and record follow-ups.
Payment reminder templates for overdue invoices and billing exceptions
Compare 10 free downloads by format.
| Template | Format | Preview | Download |
|---|---|---|---|
| Friendly Payment Reminder Letter | Word | View preview | Download Word |
| Second Payment Reminder Letter | Word | View preview | Download Word |
| Final Notice Payment Letter | Word | View preview | Download Word |
| Payment Reminder Email Templates | Word | View preview | Download Word |
| Accounts Receivable Aging & Reminder Tracker | Excel | View preview | Download Excel |
| Upcoming Invoice Payment Reminder | Word | View preview | Download Word |
| Partial Payment Balance Reminder | Word | View preview | Download Word |
| Payment Plan Installment Reminder | Word | View preview | Download Word |
| Returned Payment Follow Up | Word | View preview | Download Word |
| Disputed Invoice Review Follow Up | Word | View preview | Download Word |
For the next step, compare sales invoice templates and cash receipt templates.
Check the balance before you send
Match the invoice number and due date to your records. Apply cleared payments and approved credits, then state the remaining balance, currency, and requested payment date. Give the customer a billing contact and a trusted way to pay or raise a question.
What Is a Credit Reminder?
A credit reminder, often called a payment reminder, is a letter or email sent to a customer whose invoice is due or overdue on credit terms. It politely reminds them of the amount owed, the invoice details and how to pay. Businesses usually send a series of reminders that become gradually firmer: a friendly first notice, a second reminder and finally a final notice. A credit reminder template gives you professional wording for each stage, so you can follow up quickly and consistently while keeping customer relationships positive.
Free Credit Reminder Templates in Word and Excel
This page includes 10 editable downloads, nine in Word and one Excel tracker:
- Friendly Payment Reminder Letter: Word (.docx), 1 page.
- Second Payment Reminder Letter: Word (.docx), 1 page.
- Final Notice Payment Letter: Word (.docx), 1 page.
- Payment Reminder Email Templates: Word (.docx), 1 page.
- Accounts Receivable Aging & Reminder Tracker: Excel (.xlsx), 1 worksheet, with built-in formulas that calculate automatically.
Use the letters and emails in order as an account becomes more overdue, and the Excel aging tracker to see at a glance which customers owe what and which reminder to send next.
What to Include in a Payment Reminder
- Your business name, logo and contact details.
- The customer’s name and account number.
- Invoice number, invoice date, amount and original due date.
- Total balance outstanding and, if relevant, days overdue.
- Accepted payment methods and payment details.
- A clear date by which you ask for payment.
- Any late fees, only if they were agreed in your terms.
- An offer to help if there is a query or difficulty paying.
- A contact name for questions.
The Three Stages of Credit Reminders
First reminder: a friendly note sent around the due date or shortly after. Assume an oversight, attach or reference the invoice and make paying easy.
Second reminder: firmer and more direct, sent when the account remains unpaid. List the overdue invoices and total, set a specific deadline and invite the customer to get in touch if there is a problem.
Final notice: a clear statement that the account is seriously overdue, with a final deadline and the next steps you intend to take, such as suspending credit or referring the debt for collection. State only actions you genuinely intend and are entitled to take.
How to Manage Overdue Accounts
Keep an accounts receivable aging report, grouping balances by how long they are overdue, for example 30, 60 and 90+ days. The Excel tracker on this page calculates these buckets automatically and highlights late accounts. Review it weekly, send reminders on a regular schedule and record every contact and promise to pay.
A phone call often resolves issues faster than another letter, especially if the customer has a query about the invoice. If a customer is struggling, agreeing a payment plan can be better for both sides than escalating.
Tips for Effective Payment Reminders
- Stay polite and professional, even in a final notice.
- Always quote the invoice number and amount.
- Make it easy to pay, with a link or bank details.
- Send reminders consistently, not only when cash is tight.
- Set clear credit terms with customers from the start.
Note: this article and these templates are general information, not legal or financial advice. Rules on late fees, interest and debt collection vary by country and region, so check what applies to your business or ask a qualified advisor before taking further action.
Downloadable Credit Reminder Templates And Formats
Download these original credit and payment reminder templates for Word and Excel, from a friendly first reminder to a final notice, plus an aging tracker.
Friendly Payment Reminder Letter (Word)
A polite first credit reminder letter for customers with an invoice now due, including an invoice summary box, payment options and a courteous tone.
Second Payment Reminder Letter (Word)
A firmer second reminder for overdue accounts that lists unpaid invoices, days overdue and total balance, with a clear payment deadline and offer to help.
Final Notice Payment Letter (Word)
A final notice credit reminder with a bold warning banner, account summary, late fees and a deadline before collection action or credit suspension.
Payment Reminder Email Templates (Word)
Three ready-to-send payment reminder emails with subject lines for invoices before the due date, seven days overdue and more than thirty days overdue.
Accounts Receivable Aging & Reminder Tracker (Excel)
An Excel aging report that calculates balances, days overdue and 30/60/90 buckets automatically, highlights late accounts and tells you which reminder to send.
Upcoming Invoice Payment Reminder (Word)
Send a courtesy reminder before the due date and give the customer a simple way to flag an issue.
Partial Payment Balance Reminder (Word)
Acknowledge a payment and show exactly how the remaining balance was calculated.
Payment Plan Installment Reminder (Word)
Remind a customer of an installment under a previously agreed payment plan.
Returned Payment Follow Up (Word)
Ask a customer to review an unsuccessful payment and choose a secure way to try again.
Disputed Invoice Review Follow Up (Word)
Document the invoice lines under review and keep the customer informed about the next step.
Frequently Asked Questions
What is a credit reminder letter?
It is a letter reminding a customer that an invoice on credit terms is due or overdue, with the amount owed and how to pay.
When should I send a payment reminder?
Many businesses send a friendly reminder around the due date, a second reminder if it remains unpaid and a final notice later. Choose a schedule that suits your terms.
How do I write a polite payment reminder?
Keep it short and friendly, assume an oversight, quote the invoice number, amount and due date, and explain how to pay.
What is an accounts receivable aging report?
It groups unpaid invoices by how long they are overdue, such as 30, 60 and 90 days, so you can prioritize follow-up.
Can I charge late fees in a reminder?
Only if late fees were agreed in your terms and are allowed where you operate. Check local rules or ask an advisor.
Which template should I use if the customer paid part of the invoice?
Use the partial-payment reminder. Acknowledge the amount and date received, show the remaining balance, and identify the invoice so the customer can check it against their records.
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