{"compare":false,"blog":false,"article":false,"page":{"title":"Free payment reminder letter templates (Word)","lead":"Download three free payment reminder letters in Word, in English and Georgian: a friendly reminder a day or two after the due date, a second reminder with a statement of open invoices, and a final notice. Each letter names the invoice, the amount and a date, and asks for one clear action.","sections":[{"heading":"What is in the file","html":"

The file, plyntum-payment-reminder-letters.docx, holds three letters, one per page, for the same overdue invoice:

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Each letter has the sender’s details, date, recipient and subject line. A grey note at the top and grey headings between the letters say when to send each one; delete them before sending. The document opens in Word, Google Docs and Pages.

"},{"heading":"When to send each letter","html":"
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  1. A day or two after the due date: letter 1. Assume a mistake, not bad faith. The invoice may have gone to the wrong person or be waiting for a purchase order number; letter 1 makes it easy for the client to say so.
    2. \n
  2. About two weeks after: letter 2. Add the statement of open invoices and a firm date. Call as well as write: a phone call to the person who approves payments can settle what emails did not.
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  3. About a month after: letter 3. Name a final date at least a week away and one concrete step, such as pausing work on the account or the step your contract provides for. Do not threaten what you will not do.
    4. \n
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These timings are a reasonable rhythm, not a rule; the payment terms in your contract come first. Stop as soon as the client pays or agrees a date in writing, and keep a copy of every letter with the invoice.

"},{"heading":"What makes a reminder work","html":""},{"heading":"Late fees, penalties and legal steps","html":"

Mention a late fee, interest or a penalty only if your contract provides for one, and quote the clause; the optional line in letter 2 is there for that. Before a final notice that names legal steps, or before you pass a debt to a collection agency or a court, ask a lawyer what applies to your contract. These letters are a sample, not legal advice.

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Needing fewer reminders starts before the invoice: agree payment terms before the work starts, invoice as soon as the work is delivered, and use an invoice that gives the due date as a date. A signed acceptance certificate also removes the answer “we have not accepted the work yet”.

"},{"heading":"Where PLYNTUM fits","html":"

To send letter 2 you need the list of open invoices and how overdue each one is. In PLYNTUM invoices, payments and the outstanding balance sit on each client on every plan, so that list is a view, and from Core the client portal shows the client their invoices and balance too. PLYNTUM does not send reminders to clients automatically: you write and send these letters yourself.

"},{"heading":"Related pages","html":""}]},"faq":[["How soon should I send a payment reminder?","The first, friendly one a day or two after the due date. If the invoice is still unpaid about two weeks later, send the second, and a final notice after about a month. The terms in your contract come first."],["Can I charge interest on a late invoice?","Mention it only if your contract provides for it, and quote the clause. If it does not, ask a lawyer what applies before you mention interest or a penalty."],["Should I send reminders by email or on paper?","Email is fine for the first two if that is how you work with the client. For a final notice, use the channel and address your contract names for notices, and keep proof that it was sent."]]}