--- title: Mail a past due notice letter description: When an invoice goes unpaid, a written past due notice creates documentation of your collection attempts. This matters both for getting paid and for protecting yourself if you escalate later. seo-description: Mail a past due notice letter when payment is late. Learn what to include at each stage of collections and how to document your attempts to collect. group: use-cases indexable: true schema: software eyebrow: Collections published: 2026-01-19T15:44:02-06:00 updated: 2026-01-19T23:53:33-06:00 path: /past-due-notice-letter --- # Mail a past due notice letter When an invoice goes unpaid, a written past due notice creates documentation of your collection attempts. This matters both for getting paid and for protecting yourself if you escalate later. ## Pricing Pricing is based on page count plus optional Certified Mail fees. You see the total before checkout. See pricing ## Why past due notices matter A past due notice serves two purposes: [Mail my notice](cta) 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. ## When to send a past due notice 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. ## What to include in a past due notice **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" ## Sample past due notice structure ``` [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. ## Escalation after past due notices 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](/final-demand-letter) **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. ## When to use Certified Mail 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. ## Record keeping 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. ## How to mail with PostalForm 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 through the appropriate mailing provider ## Related - [Late rent notice letter template](/letters/late-rent-notice-letter-template) - [Mail a final demand letter](/final-demand-letter) - [Mail an invoice online](/mail-invoice-online) - [Certified Mail online](/certified-mail-online) - [Mail a letter online](/send-letter-online) ## Ready to send it? Upload your past due notice PDF and we'll print and mail it for you. [Mail my notice](/)