Unpaid invoice template

Unpaid invoice: a quick diagnosis before taking action

Before to follow up on an unpaid invoiceCheck these points. This will help avoid 50% of unnecessary requests and save valuable time.

Was the document sent to the correct contact? Is the invoice reference clearly present? Is the due date indicated? Is the amount consistent with the quote or purchase order? Are the details precise enough for accounting to approve quickly? Have you already sent any follow-up notices? If so, what were they?

If something is missing, correct it before contacting the client again. A request based on an incomplete document wastes everyone's time.

💡 Did you know?

With Djaboo, you can create professional electronic invoices in just a few clicks. All the required information is automatically added based on your business 😎

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5 / 5 - (1082 votes)

💡 Did you know?

With Djaboo, you can create professional electronic invoices in just a few clicks. All the required information is automatically added based on your business 😎

Reviews

5 / 5 - (1082 votes)

Unpaid invoice template: the structure that works

An effective model often involves presenting the relevant invoice alongside a very clear block of text. The goal: for the customer to immediately see what is due.

Include in your template: unpaid invoice number, invoice no. [reference number, issue and due date, amount due, payment methods, and a short message giving instructions.

Keep it simple. You're not writing a lengthy reminder letter; you're making a clear and direct request. The client should pay without hesitation.

Recovery procedure: the multi-step recovery strategy

The secret to a good recovery procedure is consistency.recovery strategyConsistent communication helps avoid over-soliciting a friendly customer and forgetting a debtor who doesn't pay their bill.

Preventive phase (before the deadline)Taking preventative action can avoid non-payment, especially in B2B. It's an important step that demonstrates your professionalism. A payment delay can often be avoided with this simple action. Three days before the due date: "Quick reminder, document due in 3 days."

Phase 1: Gentle stimulation (Day 3): short message including the reference, amount and payment method.

Phase 2: Follow-up on unpaid invoices (Day 10)Same information, firmer tone. You ask when the payment will be made.

Phase 3: Second relaunch (Day 20): you mention the previous reminders, you announce the next action if there is no response.

Phase 4: Third reminder + formal notice (Day 30)You then switch to a formal notice (always proper, legal, factual). It's an amicable but firm approach.

This sequence works because it respects a reasonable payment deadline and is not emotional.

Tone and timing: the request was sent at the right time

A successful follow-up often hinges on the details. Here's what's important to remember: the subject line of your letter or email must be explicit, the tone must be professional and effective without being aggressive, and the email must be sent at a time when the client can take action (avoid Friday at 18 p.m.).

Examples of titles: "Payment request - invoice no. [number overdue], "Reminder for unpaid invoice - no. [reference]", "Second reminder - document not settled", "Third reminder - proceed with payment of this invoice".

Email templates: 5 ready-to-use examples

Here, you have enough to cover 90% of cases. Simply replace the fields. These templates allow you to write a follow-up letter or email tailored to each situation.

Model for initial preventative relaunch (D-3)
Title: Memo – No. [number (due date DD/MM)]
Sir, a quick reminder: document no. [reference number] for the amount of €XX is due on DD/MM. You will find it attached. Please pay on time. Signature

Soft first recovery model (Day 3)
Title: Request – Payment of Outstanding Invoice
Sir, unless we are mistaken, we have not yet received payment for the document (XX €), due on DD/MM. Could you please confirm when this will be processed? We are counting on your prompt payment. Signature

Reminder template for unpaid invoice (D+10)
Title: Invoice reminder – unpaid document
Sir, we are writing to follow up on an unpaid invoice: the outstanding document (XX €) is still pending. Please settle the amount due or let us know what the delay is (validation, purchase order, missing information). Signature

Second stimulus model (Day 20)
Title: Second reminder – unpaid invoice
Sir, following our requests of DD/MM and DD/MM, the document remains pending. Please inform us when payment will be made, or the reason for the hold. A prolonged payment delay causes complications. Signature

Third reminder template (Day 30) before formal notice
Title: Third reminder – action to be taken if payment is not received
Sir, if we do not hear from you, we will be forced to take formal action if we do not receive payment within 48 hours. Please make the payment or contact us today. Signature

Reminder letter: initial reminder template and final version

When email isn't enough, a letter quickly rises in priority. Here's how to write an effective reminder letter to a client for an unpaid invoice.

Sample letter for a reminder regarding an unpaid invoice (initial request)
City, on DD/MM/YYYY
Title: Reminder Letter – No. [number]
Sir, unless we are mistaken, the invoice dated DD/MM/YYYY, for the amount of €XX, has not yet been paid. We kindly request that you make payment within 7 days of this letter. We urge you to pay without further delay. Sincerely, Name, Company, Contact details, City, France

Firm version (second or third request)
City, on DD/MM/YYYY
Title: Reminder for unpaid invoice – formal action if necessary
Sir, despite our requests, the debt related to the document remains unpaid. If payment of the amount due is not received within 48 hours, we will initiate debt collection proceedings. We are sending you this letter by registered mail with return receipt requested. Yours faithfully, [Signature, City, France]

SMS: Re-engaging a customer without friction

SMS messaging works very well when the document is "forgotten" rather than disputed. It's direct, fast, and often effective for obtaining payment quickly.

Examples: "Hello, quick reminder: document (€XX) is overdue. Can you confirm when payment will be made? Thank you." / "Hello, your pending document is awaiting payment. Please pay or contact us if there is a problem."

Use this when you already have a good client relationship. If the situation becomes tense, revert to email or letter.

Late payment penalties: when to mention them

late payment penaltiesthey are not there to "punish", they serve to frame thepayment deadlineIn B2B, it's common. In B2C, it depends on the context and situation. Recurring payment delays should be anticipated.

Good reflex: you mention them from the quote and the terms of sale, you only talk about them from a more formal request, you remain legal and consistent (no possible surprises).

If you don't want to implement these measures, you can still mention them as a potential leverage point without making a fuss. The goal is to get paid, not to humiliate the customer or destroy the relationship.

Payment schedule: amicable solution

Sometimes the customer doesn't refuse: they're in a difficult situation. Offer apayment scheduleIt can save your relationship and your cash flow. It's an important and amicable step.

A simple example: 50% today, 50% in 15 days. You formalize this by sending an email: total amount, due dates, payment method, and consequences for non-compliance. This is an amicable solution that protects your business and preserves the customer relationship.

Customer follow-ups: minimal tracking spreadsheet

If you rely on memory, you'll miss files. Create a table (Excel, Notion, CRM, it doesn't matter) with: client, unpaid invoice number, issue date, due date, amount, status (sent/paid/unpaid), reminder sent (day + channel: email/SMS/mail), next action (D+10, D+20, etc.), comment (blocked, request, supporting document).

This table saves a huge amount of time. And it allows you to avoid the "by feel" approach during yourcustomer remindersYou save time with each follow-up.

Debt collection: when to escalate

LeDebt recoveryIt becomes necessary when the debtor no longer responds, you have several unanswered requests, the amount is significant, and the risk of non-payment increases over time.

A simple rule: the longer you wait, the less chance you have of recovering the money owed. Without being aggressive, you must act within a reasonable and clearly defined timeframe. This situation requires professionalism.

Formal notice: a mini-guide to writing it properly

Formal action is not a "pressure tactic," it is a legal act. It must be factual: who owes what, on what document, since when, what final deadline you are giving, what action will follow.

Include the following information in your letter: document reference, issue date, due date, amount owed, and history of requests. Keep proof of sending (registered mail or equivalent). You can send this letter to the debtor by registered mail with return receipt requested.

Special cases: adapt according to the company, the department, and the debtor.

If your client is a companyOften, the problem is administrative. Find the right accounting contact and be extremely clear about the invoice reference, purchase order, and details. Sending this information is important to facilitate processing.

If your client is an individualKeep it simple: a request, a message, then a letter if there's no response. Adapt your tone to the situation.

If the debtor disputesRequest written clarification. If there is a genuine issue, propose an amicable solution (credit note, adjustment). If it's unclear, refer back to the original contract or quote.

If you are billing for a recurring serviceImplement preventative measures and set up automatic payments if possible. This will help avoid chronic delays and preserve your cash flow.

Complete example: following up on an unpaid invoice without damaging the customer relationship

Here is a realistic sequence for a client with an unpaid invoice: D-3 preventive action by email, D+3 gentle solicitation (email), D+10 reminder for unpaid invoice (email) + request for when the payment will be made, D+20 second reminder (email + PDF letter), D+30 third reminder + announcement of formal action, D+35 formal action if silence.

The key point: you use the same follow-up procedure, so you're consistent and maintain a clean relationship with the client. Maintaining this professionalism is important.

How to write a follow-up letter that works

To write an effective reminder letter, follow these tips: be direct and precise from the first paragraph, clearly state that the client has not paid their outstanding invoice, mention the reference and amount, set a clear payment deadline (7 to 15 days), mention any late payment penalties, and offer to contact you with any questions.

Unsample letter for a reminder of an unpaid invoiceA well-structured system allows for faster payment while preserving the customer relationship.

When and how to submit a formal application

It is important to know when to send a more formal reminder. Here are the situations where a letter becomes necessary: ​​after two unanswered emails, when the debtor does not respond to messages, when the amount owed is significant, or when the risk of non-recovery increases.

You must then send a registered letter. The letter must be sent from your company and include all the necessary information: reference number, amount, due date, and full contact details including your address in France.

This approach demonstrates to the client that you are professional and serious in your debt recovery process. This is often enough to resolve the situation and obtain payment. The debtor then understands that you are determined to recover the debt.

Don't hesitate to use a registered mail service with return receipt to keep legal proof of your action. This will be useful if you need to initiate debt collection proceedings later.

Final checklist: 10 things to do to avoid unpaid bills

✅ Set a clear deadline
✅ Consistent referencing on each document
✅ Precise details
✅ Good customer contact
✅ Send the document on the correct day
✅ Preventive action (when relevant)
✅ Customer follow-up tracking spreadsheet
✅ Regular procedure
✅ Payment plan option if needed
✅ Structured climbing if silent

By following this procedure, you maximize your chances of recovering each debt while maintainingprofessional relationshipswith your clients. This is the key to healthy cash flow and a sustainable business in France. Your accounting department will thank you for implementing this effective process, which significantly reduces outstanding receivables.