AR aging follow-up email sequence — three emails keyed to 7, 21, and 45 days past due

Variables to fill in

{{YOUR_FIRST_NAME}}

Your first name for sign-off.

{{YOUR_BUSINESS_NAME}}

Your business name.

{{CLIENT_FIRST_NAME}}

The contact's first name at the client company.

{{INVOICE_NUMBER}}

Invoice number.

{{INVOICE_AMOUNT}}

Invoice amount.

{{ORIGINAL_DUE_DATE}}

The original invoice due date.

{{DAYS_PAST_DUE}}

Number of days the invoice is currently past due.

{{PAYMENT_LINK_OR_INSTRUCTIONS}}

Link to pay online, or brief payment instructions (bank transfer details, check address, etc.).

The template

Select all and copy. Replace the {{double-brace}} placeholders with your details.

─────────────────────────────────────────────
EMAIL 1 — 7 DAYS PAST DUE — Soft reminder
─────────────────────────────────────────────

Subject: Invoice {{INVOICE_NUMBER}} — quick follow-up

Hi {{CLIENT_FIRST_NAME}},

I wanted to follow up on Invoice {{INVOICE_NUMBER}} for ${{INVOICE_AMOUNT}}, which was due on {{ORIGINAL_DUE_DATE}} and does not appear to have been processed yet.

If you need another copy of the invoice or have any questions, just let me know. Otherwise, you can pay here: {{PAYMENT_LINK_OR_INSTRUCTIONS}}

Thanks,
{{YOUR_FIRST_NAME}}
{{YOUR_BUSINESS_NAME}}


─────────────────────────────────────────────
EMAIL 2 — 21 DAYS PAST DUE — Clear ask
─────────────────────────────────────────────

Subject: Invoice {{INVOICE_NUMBER}} — {{DAYS_PAST_DUE}} days past due

Hi {{CLIENT_FIRST_NAME}},

Invoice {{INVOICE_NUMBER}} for ${{INVOICE_AMOUNT}} is now {{DAYS_PAST_DUE}} days past its due date of {{ORIGINAL_DUE_DATE}}. I want to make sure this did not fall through the cracks on your end.

Could you let me know the status of this payment, or confirm a date by which I can expect it? If there is a hold on your end — a dispute, an approval delay, or a cash flow issue — I would rather know now so we can address it directly.

You can pay here: {{PAYMENT_LINK_OR_INSTRUCTIONS}}

Please reply to this email with a payment date or to discuss further.

Best,
{{YOUR_FIRST_NAME}}
{{YOUR_BUSINESS_NAME}}


─────────────────────────────────────────────
EMAIL 3 — 45 DAYS PAST DUE — Final soft escalation
─────────────────────────────────────────────

Subject: Final follow-up — Invoice {{INVOICE_NUMBER}} (${{INVOICE_AMOUNT}} overdue)

Hi {{CLIENT_FIRST_NAME}},

I am following up one final time on Invoice {{INVOICE_NUMBER}} for ${{INVOICE_AMOUNT}}, which has been past due since {{ORIGINAL_DUE_DATE}} and has not been resolved despite prior follow-up.

At this point, I need a specific response: either a confirmed payment date or an explanation of any issue preventing payment.

If I do not receive payment or a response by [specific date — 5–7 days from today], I will need to escalate this matter, which may include referring the balance to a collections agency or pursuing the outstanding amount through the appropriate legal channels.

I would prefer to resolve this directly. Please reply to this email or arrange payment at: {{PAYMENT_LINK_OR_INSTRUCTIONS}}

Regards,
{{YOUR_FIRST_NAME}}
{{YOUR_BUSINESS_NAME}}

---

This template is general-purpose educational content, not legal advice. State law varies and attorney review is recommended before use. Syntharra is not your attorney.

Email sequences stop working at day 45. Syntharra makes the call before it gets there.

Browse more: all templates · answers · glossary