There is no way to reliably ensure a client pays on time. However, once an invoice is past due you should send a Past Due Reminder. This letter to the client is a gentle reminder to please pay promptly.
Once an invoice is past due you should follow the following schedule:
Just as important as it is for the client to pay on time, it is important for you to invoice on time. Ideally, your invoicing and payment schedule is clearly outlined in your design contract with the client. Hopefully, both you and your client diligently follow the schedules. If the client falls behind, be firm, but fair when collecting payment. It may be wise to be flexible and accept a revised payment schedule ,payment plan or other payment scheme.
[YOUR NAME]
[YOUR ADDRESS]
[YOUR TELEPHONE]
[YOUR FAX]
[YOUR EMAIL]
[DATE]
[CLIENT NAME]
[CLIENT TITLE]
[CLIENT COMPANY NAME]
[CLIENT COMPANY ADDRESS]
Re: [PROJECT REFERENCE -- JOB # or CLIENT # --]
-- INSTRUCTION: Use a Project Reference that identifies the project or client. If the client is past due on a single project, reference the project title and job number. If the client is past due on multiple projects reference the clients name and their client number. --
As of the date of this reminder, we have not received payment for the following invoices:
| Invoice Date | Invoice Number | Amount Due | Service Fee |
| Total Due: |
I would appreciate your prompt attention and payment. Please contact me if you have any questions about this reminder. Note: Invoices not paid according to terms are subject to a one and one half percent (1.5%) service fee.
| Designer Signature | Print Designer Name |
Samus Samuelson
512 Main St.
Brea, CA 99999
Tel: 555-123-7890
Fax: 555-123-7891
email@example.com
May 25, 2012
Beaufort Brimley
Owner
Fancy Meats Co.
123 Fake St.
Orange, CA 99999
Re: Meat Packing Business Website, Job No. 00009
As of the date of this reminder, we have not received payment for the following invoices:
| Invoice Date | Invoice Number | Amount Due | Service Fee |
| 06/01/2012 | 00001 | $1,250 | $18.75 |
| Total Due: | $1,268.75 |
I would appreciate your prompt attention and payment. Please contact me if you have any questions about this reminder. Note: Invoices not paid according to terms are subject to a one and one half percent (1.5%) service fee.
| Designer Signature | Print Designer Name |