What should a tradie's overdue invoice letter say?

Check the invoice before you chase it

Check the customer, scope, amount, payments already received and agreed payment terms before chasing the balance. Attach a correct invoice and give a clear date for payment or a query.

Sources[1][2]

Reminder, follow-up and demand are different steps

Business.gov.au describes the letter of demand. The reminder and follow-up wording below is a practical workflow, not a legal form.

Sources[1]

Friendly reminder you can copy

Replace every square bracket. Attach a copy of the invoice and keep a note of the date and method you sent it.

Subject: Invoice [INV-0000] for [job address], payment reminder

Hi [customer name],

This is a friendly reminder that invoice [INV-0000] for [short job description], issued on [DD/MM/YYYY], is now unpaid.

Invoice reference: [INV-0000]
Balance owing: $[amount]
Original due date: [DD/MM/YYYY]

You can pay by [bank transfer or payment link, with details]. A copy of the invoice is attached.

If you have already paid, thank you, and please send me the date and amount so I can match it. If anything on the invoice looks wrong or is in dispute, please tell me which item and why by [DD/MM/YYYY] and I will check it with you.

Regards,
[Your name]
[Business name] | [phone] | [email]

Sources[1][2]

Firmer follow-up you can copy

Send this if the reminder gets no reply. It sets a new date and asks for any dispute in writing. Only name a next step you are prepared to take.

Subject: Second reminder: invoice [INV-0000] is overdue

Hi [customer name],

I am following up my reminder of [DD/MM/YYYY]. Invoice [INV-0000] has not been paid and is now [number] days past its due date of [DD/MM/YYYY].

Invoice reference: [INV-0000]
Balance owing: $[amount]
Payments received to date: $[amount or nil]

Please pay the balance by [DD/MM/YYYY] using [payment details], or call me on [phone] before that date to discuss it. If you dispute any part of the invoice, reply in writing with the item, the amount you dispute and your reason by the same date.

If I do not hear from you, my next step will be [only a step you are prepared to take, for example sending a formal letter of demand].

Regards,
[Your name]
[Business name] | [phone] | [email]

Sources[1][2]

What to keep out

Keep the tone polite and keep each reminder. Business.gov.au says to include late-payment interest only if the contract specified it, and to mention only action you are prepared to take.

Agree payment methods and terms before work starts and describe the invoiced work clearly. These are practical ways to reduce avoidable queries. A reminder is not a court order or a security of payment claim.

Sources[1][2]

Common questions

How do I get someone to pay an overdue invoice?

Send a correct invoice with a clear payment date, then a polite reminder, then a firmer follow-up. If that fails, a letter of demand is the next written step. Listing payment methods and terms on the invoice and offering more than one way to pay also reduces unpaid invoices.[1][2]