Mail a past due notice letter

A past due notice serves two purposes:

1. Prompt payment — Sometimes people forget or overlook invoices. A formal notice gets their attention.

2. Create a paper trail — If you eventually need to take legal action, hire a collection agency, or write off bad debt, you'll have documentation showing you made reasonable attempts to collect.

Emails get lost or ignored. A physical letter in the mailbox is harder to miss.

Most businesses follow a progression:

7–14 days past due: First reminder
Friendly tone. "This invoice is past due. Please remit payment or contact us if there's an issue."

30 days past due: Second notice
More direct. "Your account is now 30 days past due. Please pay immediately."

45–60 days past due: Formal past due notice
Official tone. "This is a formal notice that your account is seriously past due. Please pay within [X] days to avoid further action."

60+ days past due: Final demand
Last attempt before escalation. "If payment is not received by [date], we will [specific consequence]."

Each step should be a separate letter. Mail them and keep copies.

Your information:

• Business name
• Contact information
• Account representative (if applicable)

Their information:

• Customer/debtor name
• Account number
• Contact address

Invoice details:

• Invoice number(s)
• Original invoice date(s)
• Original due date(s)
• Amount originally due
• Late fees or interest (if applicable)
• Total amount now due

Clear instructions:

• Payment deadline (specific date)
• How to pay (check, online, wire, etc.)
• Who to contact with questions

Consequences (for later-stage notices):

• What happens if payment isn't received
• Be specific: "collections," "legal action," "credit reporting"

[Your company letterhead]
[Date]

[Customer name]
[Customer address]

RE: Past Due Notice — Invoice #[number] — $[amount]

Dear [Customer name],

Our records indicate that Invoice #[number], dated [date], 
in the amount of $[amount], remains unpaid. This invoice 
was due on [due date] and is now [X] days past due.

Current balance due: $[amount]
[Late fees, if any]: $[amount]
Total amount due: $[amount]

Please remit payment by [specific date]. Payment can be 
made by [payment methods].

If you have already sent payment, please disregard this 
notice. If you have questions or would like to discuss 
payment arrangements, please contact [name] at [phone/email].

Sincerely,
[Your name]
[Your title]

Adjust the tone based on how far past due the account is and your relationship with the customer.

If notices don't work, your options include:

Payment plans — Before escalating, consider offering a payment arrangement. Getting something is usually better than nothing.

Final demand letter — The last written attempt before action. Learn about final demand letters

Collections agency — They pursue the debt and take a percentage (often 25–50%). Your relationship with the customer ends.

Small claims court — For amounts under your state's limit. No lawyer needed.

Civil lawsuit — For larger amounts. Usually requires an attorney.

Write-off — Sometimes the cost of collection exceeds the debt. That's a business decision.

For your first past due notice (7–14 days), regular First Class mail is usually fine.

For later notices (30+ days), consider Certified Mail because:

• It creates proof the notice was sent and received
• It signals you're serious
• It provides documentation if you escalate

Certified Mail with Electronic Return Receipt gives you tracking and a signature showing who received the letter and when.

Keep copies of:

• Every notice you send
• Proof of mailing (Certified Mail receipts)
• All correspondence from the customer
• Payment history

If you end up in court or with a collection agency, complete records strengthen your position.

1. Write your notice — Use the structure above or your own template
2. Save as PDF — Export from Word, Google Docs, etc.
3. Upload to PostalForm — We show you a preview
4. Enter addresses — Your business address and the customer's address
5. Choose Certified Mail — Optional but recommended for later-stage notices
6. Checkout — We print and mail via USPS

Upload your past due notice PDF and we'll print and mail it for you.

Mail my notice