Sample Notice of Unpaid Invoice

Here is a Sample Notice of Unpaid Invoice and a PDF Form to help you generate your own notice for unpaid invoices as well.

When two companies conduct business together, payments are not always made immediately. Instead, transactions might occur on credit, where the buyer receives the goods or services and pays later. This results in unpaid invoices, which are invoices issued to buyers who have not yet made their payments.

Introduction to the Notice of Unpaid Invoice

If a company realizes that a client has not paid an invoice even after the due date, the company has the legal right and responsibility to send a notice to the client. This notice informs the client of the overdue payment. The formal notification sent to the debtor or an unpaid client is known as a notice of unpaid invoice. This notice typically includes details of the unpaid invoice and a reminder for the client to make the payment.

Precautions Before Sending a Notice of Unpaid Invoice

Before sending an unpaid invoice notice, ensure the following:

  1. Accuracy:
    Verify that the invoice is correct and that the client indeed owes the amount. Ensure there are no errors in the figures or other details of the invoice.
  2. Documentation:
    Make sure all necessary documentation is in place, confirming that the goods or services were delivered as agreed.
  3. Professionalism:
    Maintain a friendly and professional tone in the notice, even if the situation is frustrating. Avoid harsh language that could damage the business relationship.
  4. Reputation Management:
    Consider the importance of the client relationship. If the client is significant to your business, approach the situation with care to preserve the relationship.

Sample Notice of Unpaid Invoice {PDF Form}

Here is a preview of a Free Sample Sample Notice of Unpaid Invoice created as a fillable PDF form,

Notice of Unpaid Invoice

Here is the download link for this Sample Notice of Unpaid Invoice,

pdf download button

Key Elements to Include in the Notice of Unpaid Invoice

  1. Sender Information:
    • Name of the person sending the notice
    • Complete address of the sender’s company
  2. Recipient Information:
    • Name of the person or company receiving the notice
    • Complete address of the recipient
  3. Notice Date:
    • Date when the notice is being sent
  4. Invoice Details:
    • Invoice number
    • Date of the invoice
    • Details of the order or service provided
    • Amount due
  5. Payment Deadline:
    • The next deadline for the payment of the invoice
  6. Interest and Penalties:
    • Information on any interest or penalties for late payment (if applicable)
  7. Consequences of Non-Payment:
    • Actions that will be taken if the client does not respond, such as involving a collection agency or filing a legal case
  8. Signature:
    • Signature of the sender

Sample Notice of Unpaid Invoice

Here’s a sample template to help you draft a notice of unpaid invoice:

[Your Company Letterhead]

[Your Name]
[Your Position]
[Your Company Name]
[Your Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]

[Recipient’s Name]
[Recipient’s Company Name]
[Recipient’s Address]
[City, State, ZIP Code]

Dear [Recipient’s Name],

Subject: Notice of Unpaid Invoice [Invoice Number]

I hope this letter finds you well. This is a friendly reminder that payment for the invoice [Invoice Number] dated [Invoice Date], amounting to [Amount Due], remains outstanding. The invoice was due for payment on [Due Date].

Invoice Details:

  • Invoice Number: [Invoice Number]
  • Invoice Date: [Invoice Date]
  • Order/Service Description: [Description of goods/services provided]
  • Amount Due: [Amount Due]

We kindly request that the outstanding amount be settled by [Next Payment Deadline]. Please be advised that, as per our terms, an interest charge of [Interest Rate]% per month will be applied to the overdue amount from [Due Date].

If we do not receive the payment by the specified date, we may need to take further actions, including involving a collection agency or initiating legal proceedings. We hope to avoid this and are confident that we can resolve this matter promptly.

For your convenience, a copy of the invoice is enclosed with this letter. Please contact us at [Your Contact Information] if you have any questions or need further clarification.

Thank you for your prompt attention to this matter.


[Your Name]
[Your Position]
[Your Signature]

By including these elements and using the sample template, you can create an effective notice of unpaid invoice that communicates the necessary information professionally and helps in securing the payment.

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