Demand Letter for Past-Due Payment Template

[Your Name or Business Name]
[Your Title, if applicable]
[Street Address]
[City, State/Province, ZIP/Postal Code, Country]
Phone: [Phone Number]
Email: [Email Address]

[Date]

[Debtor Name or Business Name]
[Debtor Contact Person, if applicable]
[Street Address]
[City, State/Province, ZIP/Postal Code, Country]

Subject: Demand for Past-Due Payment – [Invoice / Account / Reference No.: ______]

1. Introduction and Account Reference

Dear [Mr./Ms./Mx. Last Name] / [To Whom It May Concern],

This letter is a formal demand for payment of amounts that are now past due on your account with [Your Name or Business Name].

The past-due balance arises from:

• Description of goods/services or obligation: [Short Description]

• Date(s) of supply or due date(s): [Dates]

• Contract / Order / Agreement / Invoice Reference(s): [Reference Number(s)]

2. Amount Past Due

As of the date of this letter, the following amounts remain unpaid:

• Principal amount past due: [Currency and Amount]

• Interest and/or late fees (if applicable): [Currency and Amount]

• Total amount now due: [Currency and Amount]

If interest or late fees continue to accrue under your agreement with us, the total due may increase after [Date].

3. Payment Deadline

You are hereby requested to pay the total amount due in full no later than:

Payment Deadline: [Date – for example, 7, 10, or 14 days from the date of this letter]

If you have already sent payment, please provide written confirmation, including the payment date, amount, and method, so that we can update our records.

4. Payment Instructions

Payment may be made using the following details:

Bank Transfer:
Account Name: [Account Name]
Bank Name: [Bank Name]
Bank Address: [Bank Address]
Account Number / IBAN: [Account Number / IBAN]
SWIFT / BIC: [SWIFT/BIC, if applicable]
Payment Reference: [Invoice or Account Number]

Other Accepted Methods (if any):
[For example: “Credit card via secure link,” “Check payable to [Name], mailed to [Address],” “Online payment via [Platform] using reference [Reference].”]

5. Opportunity to Clarify or Dispute

If you believe that this amount is incorrect, has already been paid, or you have a valid reason for non-payment, you must notify us in writing on or before the Payment Deadline stated above.

Please include:

• Your full name or business name;

• The invoice or account reference; and

• A brief explanation and any relevant supporting documents.

Correspondence regarding this matter should be sent to:

Email: [Your Billing or Support Email]
Mailing Address: [Your Mailing Address]

6. Consequences of Non-Payment

If we do not receive full payment of the total amount due, or a written response reasonably resolving this matter, by the Payment Deadline, we may proceed without further notice to take one or more of the following steps:

• Suspend or terminate any further services or deliveries;

• Refer your account to a collection agency;

• Commence legal proceedings to recover the debt, plus any allowable costs, interest, and fees;

• Exercise any other rights available to us under our agreement or applicable law.

If legal or collection action becomes necessary, you may be responsible for additional costs, interest, and fees to the extent permitted by law.

7. Reservation of Rights

Nothing in this letter should be interpreted as a waiver of any rights or remedies available to [Your Name or Business Name]. All such rights and remedies are expressly reserved.

8. Closing

We prefer to resolve this matter quickly and amicably. Prompt payment or a good-faith proposal to settle the outstanding balance may help avoid additional steps and costs for both parties.

If you would like to discuss a possible payment arrangement, please contact us immediately at [Phone Number] or [Email Address].

Sincerely,

[Your Signature, if printed]
[Your Printed Name]
[Your Title, if applicable]
[Your Business Name, if applicable]