Past-Due Notice / Dunning Letter template and PDF guide (General)...

Prepare overdue payment notices online, then generate a dunning PDF for formal collections follow-up. Use this when a client's invoice has passed its payment due date and your...

When to use this template

Prepare overdue payment notices online, then generate a dunning PDF for formal collections follow-up. Use this when a client's invoice has passed its payment due date and your informal reminders have not resulted in payment, to formally notify them of the overdue amount and the consequences of continued non-payment.

What to include

  • Date of the notice, customer name and address, and a clear subject line stating this is a past-due payment notice for a specific invoice number and amount.
  • Original invoice details: invoice number, date issued, original due date, amount due, and the number of days the payment is overdue as of this notice.
  • Payment history on this invoice: any partial payments received, credits applied, and the remaining balance currently outstanding.
  • Late fees or interest charges applied per the contract terms, stated as a specific dollar amount added to the balance, with reference to the contract clause that authorizes them.
  • Action required: the deadline to pay or contact you to arrange a payment plan, and the consequences of non-payment (lien filing, collections, suspension of warranty service, or legal action).

Common questions

Can I create this Past-Due Notice / Dunning Letter online for each overdue account?
Yes. Enter due amounts, deadlines, and escalation language in-browser before sending.
Can I save this Past-Due Notice / Dunning Letter flow for recurring collections activity?
Yes. With an account, save and reuse it to keep reminder cadence and messaging consistent.
Can I generate a formal collections PDF from this Past-Due Notice / Dunning Letter?
Yes. Export a professional notice PDF suitable for email and documented delivery.
How many notices should I send before taking further action?
A common pattern is a friendly reminder at 7 days past due, a formal notice at 30 days, a final warning at 60 days, and collections or lien action at 90 days.
Can I charge late fees if they are not in my contract?
Only if your contract or invoice states the late fee terms. Without a written agreement on late fees, you may not be able to enforce them.
Should I keep doing warranty work for a client who has not paid?
Check your contract. Many contracts allow you to suspend services, including warranty work, while invoices are past due. State this clearly in your dunning letter.
When should I file a mechanics lien instead of sending another letter?
Research your state's lien deadline, which can be as short as 60 days after completion. Do not let the lien filing window expire while sending polite letters.

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