How to Write a Letter of Tardiness in an Invoice

You should note if payment is tardy when you invoice your clients.

Clients who leave bills unpaid can cost your company a significant amount of money; however, you may not wish to confront them directly about a tardy invoice the first time it happens. Instead, you can re-invoice them, including a letter of tardiness, noting that you have already sent a bill that is now late. You may or may not wish to include an additional late fee. In either case, handle the matter with tact and understanding while remaining firm.

Instructions

1. Check the date that the original invoice was sent. You will want to wait at least two weeks, and preferably a month, before re-invoicing the client. Many people and organizations pay bills on a monthly basis. They may not have had their bookkeeper deal with the invoice yet.

2. Create a new invoice. Based on your original invoice, create a new invoice for the same amount, clearly labeled "Second Notice," "Second Invoice" or something similar. Place those words at the top in clear letters.

3. Change the invoice to reflect that it is the second. If you plan on charging a late fee, either now or in the future, you should notify the client that the price will change by a certain date to include an additional fee.

4. Write a brief letter. For the most effective letter of tardiness, include a personal letter with the invoice, stating that this is your second attempt to receive payment. This letter is a good place to restate possible fees the client may encounter should they fail to remit payment immediately. Be specific and polite if this is the clients' second notice. You can become progressively harsher with each subsequent letter while remaining professional.

5. Send the letter and invoice in the same envelope immediately. Don't delay in sending your letter of tardiness and invoice. Your promptness will help to spur the client into paying his or her bill.

References

• Business Letter: Late Payment Reminder 1