Second Notice Overdue Invoice Email Template (Copy, Paste, Get Paid)

Sending a second notice for an overdue invoice is the awkward middle zone.

You already sent the invoice. You probably sent a first reminder. You still want to keep the relationship healthy, but you also need a clear payment date (not vague “soon”).

This guide gives you copy-paste second notice overdue invoice email templates (multiple scenarios), plus subject lines, timing rules, and the exact follow-up steps that work for freelancers, agencies, and small businesses.

Key takeaways

1. A second notice works best when it is factual, short, and asks for one concrete outcome (pay now, or confirm a payment date).
2. Send it about 7–15 days after the due date (or about a week after your first overdue reminder), then escalate calmly if needed.
3. Include the invoice again, a link to view/download, and a direct payment path, because friction causes most late payments.
4. Subject lines should be boring and clear (invoice number + overdue status).
5. If you hate chasing, standardize the sequence once, then automate it (same words, same cadence, every time).

What “second notice” means (and when to send it)

A second notice overdue invoice email is the message you send after your first overdue reminder did not produce payment or a clear response.

Most guidance frames it as the second overdue touch in a graduated sequence, commonly sent around 10–15 days after the due date, depending on your terms and relationship.

The simple timing rule (works for most businesses)

If you want a default that fits most service businesses:

1. First overdue reminder: ~3 days after due date (assume oversight)
2. Second notice: ~7–14 days after due date (ask for date, remove blockers)
3. Final step: ~14–30+ days after due date depending on your policy and invoice size

If you want the full cadence (including pre-due reminders and “final”), use this best invoice reminder schedule to standardize the whole flow.

Adjust timing based on terms (Net 7, Net 15, Net 30) and context

Use the above as a baseline, then adjust:

1. Net 7: your “second notice” might be only 5–7 days after due date because the terms are tighter.
2. Net 30 (larger B2B clients): a second notice often lands better at 10–15 days overdue because approvals and pay runs take time.
3. Retainers: keep it “rent-like”, consistent day/time each month, no emotional tone.
4. Milestones: align reminders with acceptance, “invoice issued after milestone approval” (it reduces disputes).

Before you send the second notice, run this 90-second checklist

Second notices fail for one reason: you send a message that assumes the problem is “they forgot”, when the real problem is usually process friction.

Here’s what to check before you hit send.

1) Confirm it went to the right person (and inbox)

1. Are you emailing the billing contact or a random project stakeholder?
2. If it’s a larger client, do you have the accounts payable address?
3. Did your invoice land in spam, or get buried in a long thread?

If you suspect it is stuck in approvals, your second notice should ask: who owns the approval step and what payment date is expected.

2) Remove friction that blocks payment

Common blockers that have nothing to do with willingness to pay:

1. They need a PO number
2. They require vendor onboarding
3. They can’t find the invoice PDF
4. They need a different format, currency detail, or billing info

This is why many systems recommend including complete invoice info and making the next step easy.

(If you want language that stays calm and respectful, reuse patterns from this polite invoice reminder email template.)

3) Decide the one outcome you want

A second notice should ask for one of these, not both in a confusing way:

1. Pay now (best when you have a payment link or portal)
2. Confirm a payment date (best for larger companies and approvals)

If you ask “any update?” you get “soon”.

If you ask “Can you confirm the payment date?” you get an actual date (or a real blocker you can solve).

The Second Notice Framework: Polite + Specific + Two options

Here is the structure that consistently works without sounding like collections.

Include these details every time

Even if you feel repetitive, the receiver is triaging dozens of invoices:

1. Invoice number
2. Amount
3. Due date
4. How many days overdue (optional, but helpful)
5. Link to view/download invoice (or attach PDF)
6. Payment link or payment instructions
7. A direct question: pay today, or confirm payment date

This matches common accounts receivable guidance: clear invoice details, clear next step, less back-and-forth.

Use a tone ladder, not a mood

A second notice is not the moment to vent.

It is the moment to get clarity.

A good ladder looks like this:

1. Assume good intent (first overdue touch)
2. Ask for a date (second notice)
3. Introduce a boundary (final step)

Many “dunning” style resources recommend a graduated approach that becomes more direct over time, while staying clear and professional.

Subject lines and preheaders for a second overdue notice

Subject lines should route the email quickly, especially in B2B environments.

Safe subject line patterns

Pick one and reuse it:

1. Second notice: Invoice [#] overdue (due [date])
2. Action requested: Payment date for Invoice [#]
3. Follow-up: Invoice [#] still outstanding
4. Overdue payment: Invoice [#] ([amount])

Examples like “Second Notice: Overdue Payment – Invoice #12345” show up in common template guidance because they are clear and not emotional.

Preheader ideas (optional):

1. “Please confirm payment date or let me know what you need to process it.”
2. “Invoice link attached, happy to help with PO/vendor setup.”

What to avoid (even if you are right)

1. “FINAL NOTICE” (unless you mean it)
2. “URGENT” (unless your policy backs it)
3. “Why haven’t you paid?” (invites defensiveness)

You can be firm without being accusatory.

Second notice overdue invoice email templates (copy/paste)

Replace placeholders:

1. [Client Name]
2. [Invoice #]
3. [Amount]
4. [Due Date]
5. [Invoice link / portal link]
6. [Payment link]
7. [Your name]
8. [Company]
9. [Optional phone]

Template 1: Standard second notice (most situations)

Subject: Second notice: Invoice [#] overdue (due [Due Date])

Hi [Client Name],

Following up on Invoice [#] for [Amount], due [Due Date].

For convenience:

1. Invoice: [Invoice link / portal link]
2. Pay now: [Payment link]

Could you please confirm the expected payment date, or let me know if anything is needed on my side to process it (PO number, vendor form, updated details)?

Thanks,

[Your name]

Template 2: “Stuck in approvals” (ask for owner + date)

Subject: Payment date confirmation needed, Invoice [#]

Hi [Client Name],

Checking in again on Invoice [#] ([Amount], due [Due Date]).

If this is in internal approvals, could you confirm:

1. who owns the approval step, and
2. the expected payment date?

Invoice link: [Invoice link / portal link]

Payment link (if applicable): [Payment link]

Appreciate the help,

[Your name]

Template 3: Accounts payable version (clean, process-driven)

Subject: Invoice [#] overdue, request for payment date

Hi Accounts Payable team,

Hope you are well. I am following up on Invoice [#] for [Amount], due [Due Date].

Could you please confirm the scheduled payment date (or advise if any information is required to process payment)?

Invoice: [Invoice link / portal link]

Payment instructions/link: [Payment link or bank details]

Thank you,

[Your name]

[Company]

[Phone optional]

Template 4: They said “we already paid” (request reference)

Subject: Re: Invoice [#], payment reference?

Hi [Client Name],

Thanks for the update. To reconcile correctly, could you share:

1. payment date, and
2. reference / transaction ID (or remittance advice)

Invoice link for reference: [Invoice link / portal link]

Once I have that, I will mark it as paid on my side.

Thanks,

[Your name]

Template 5: PO or vendor setup is blocking payment (collaborative)

Subject: Invoice [#] overdue, do you need anything to process?

Hi [Client Name],

Following up on Invoice [#] ([Amount], due [Due Date]).

If payment is blocked by PO requirements or vendor setup, tell me what your team needs and I will send it today.

Invoice: [Invoice link / portal link]

Pay now (if applicable): [Payment link]

Could you also confirm the expected payment date once the requirement is met?

Thank you,

[Your name]

Template 6: Retainer invoice (routine, “rent-like”)

Subject: Retainer invoice reminder, Invoice [#]

Hi [Client Name],

Quick follow-up on this month’s retainer invoice [#] for [Amount], due [Due Date].

Invoice link: [Invoice link / portal link]

Payment link: [Payment link]

Can you confirm the payment date for your next pay run?

Thanks,

[Your name]

Template 7: Milestone or agency delivery (tie to acceptance)

Subject: Invoice [#] overdue, confirming payment date

Hi [Client Name],

Following up on Invoice [#] for [Amount], due [Due Date], issued for [Milestone / deliverable].

Invoice: [Invoice link / portal link]

Pay: [Payment link]

If anything is pending on acceptance or internal processing, please share what is needed and the expected payment date, so we can keep the project moving smoothly.

Best,

[Your name]

Template 8: Firmer second notice (boundary, calm)

Use this when your earlier tone was very soft and you need clarity now.

Subject: Action requested: payment date for Invoice [#]

Hi [Client Name],

I am following up again on Invoice [#] for [Amount], due [Due Date].

Please reply with one of the following by [Date, 2 business days from now]:

1. Payment completed (share reference), or
2. Payment date scheduled, or
3. Blocker you need me to resolve (PO, vendor setup, invoice format)

Invoice: [Invoice link / portal link]

Payment link: [Payment link]

Thanks,

[Your name]

Template 9: Two-sentence ultra-short version

Subject: Invoice [#] overdue, payment date?

Hi [Client Name],

Invoice [#] for [Amount] (due [Due Date]) is still outstanding, could you confirm the payment date? Here is the invoice link: [Invoice link / portal link].

Thanks,

[Your name]

A quick comparison table (what changes in the second notice)

If you want a full set of templates for every stage (pre-due, due date, 3/7/14+ days overdue), use these invoice reminder email templates by timing.

What to do if the second notice is ignored

A second notice is a fork in the road.

If you get no response, do not keep sending “just checking in” emails forever.

Use a predictable escalation path.

Step 1: One phone call (or a short “can you point me to AP?” email)

If it is a company, the fastest unlock is often identifying the actual AP owner.

A short message:

Subject: Who should I contact in AP for Invoice [#]?

Hi [Name],

Could you point me to the best accounts payable contact for Invoice [#]? I want to make sure it is routed correctly.

Thanks,

[Your name]

Step 2: Final notice aligned to your policy

Only use a “final” label if you truly mean “final before consequence”.

Some dunning best practice resources recommend being transparent about timelines and consequences rather than emotional language.

If your policy includes pausing work, say it neutrally, tied to process:

1. “To keep accounts current, we pause new work when invoices are X days overdue.”

If you want the broader playbook (prevention + reminders + escalation), this system to reduce late payments is the owner-friendly version.

Make this automatic (so you stop rewriting and forgetting)

Templates help, but the real win is consistency.

Most late-payment stress comes from two things:

1. you follow up late because you are busy, or
2. you rewrite the email every time and delay sending it.

Generate your full sequence in minutes

Use the free invoice reminder schedule builder to generate:

1. exact send dates (based on due date and timezone),
2. subject lines,
3. ready-to-send copy for each step (including the second overdue notice).

Automate the reminders and stop chasing

If you want the set-and-forget version, automate invoice reminders with CanYouPayThat:

1. reminders run automatically before and after the due date,
2. you can include a client portal link and payment link,
3. you get an email log, so you always know what was sent.

If you are comparing tools, here is a practical guide on how to choose invoice reminder software.

Helpful external references (optional, for how other tools frame reminders)

If you are modeling your process on widely used invoicing tools, these official help pages show how automated reminders are commonly implemented:

1. Intuit QuickBooks guide on sending invoice reminders and attaching PDFs.
2. Xero overview of how invoice reminders work.
3. FreshBooks explanation of payment reminders and late fees.

(You do not need these tools to use the templates, they are just helpful context.)

Conclusion and CTA

A second notice overdue invoice email is not about being harsher.

It is about being clearer.

Send it when it matters (usually about 7–15 days overdue), include everything they need to pay, and ask for a concrete payment date if payment is not immediate.

Then stop improvising and make the process predictable.

If you want to stop copying and pasting forever, automate invoice reminders with CanYouPayThat and let the follow-ups run automatically.

FAQ

1) What is a second notice overdue invoice email?

It is the second follow-up message you send after an invoice is past due, typically after an initial overdue reminder did not result in payment or a confirmed payment date.

2) How many days after the due date should I send a second notice?

A common guideline is around 10–15 days after the due date, or about a week after your first overdue reminder, adjusting for payment terms and client type.

3) Should I attach the invoice again in the second notice?

Usually yes, reattaching or linking the invoice reduces friction and prevents “please resend” delays. Many reminder workflows explicitly optimize for removing payment obstacles.

4) Should I CC accounts payable on the second overdue email?

If the relationship is B2B and it is normal to work with AP, yes, especially when you need a payment date or routing confirmation. Keep the tone factual and process-focused.

5) What if the client says they already paid?

Ask for the payment date and reference (transaction ID, remittance advice), then confirm you will mark it paid once reconciled.

6) Can I mention late fees or pausing work in a second notice?

You can mention a boundary if it matches your written policy, but keep it neutral and timeline-based, not emotional. Graduated approaches generally recommend increasing firmness predictably.

7) What subject line works best for a second overdue reminder?

Clear beats clever: “Second notice: Invoice [#] overdue” or “Action requested: payment date for Invoice [#]” are effective patterns because the intent is obvious.

8) How do I automate second notice reminders without changing invoicing tools?

Standardize your schedule and templates, then automate reminders triggered by due dates and payment status. You can also generate the schedule first using a tool, then implement it in your reminder system.