late_payment_follow_up_email
Generate professional late payment follow-up emails with three tone options (gentle, firm, final notice) based on overdue days. Requires client name, invoice number, amount, and days overdue.
Instructions
Write the email chasing an unpaid invoice — professionally, without damaging the relationship. Three routes: gentle (first nudge — invoice is a few days past due, tone is friendly and assumes an oversight, no pressure), firm (second or third follow-up — invoice is significantly overdue, tone is clear and direct, includes a deadline to respond), final_notice (last step before escalating — state what happens next: work pause, late fee, collections, or legal — be factual, not emotional). Distinct from re_engagement_email (chasing a prospect who went quiet before signing) and contract_renewal_email (renewing an ongoing relationship). Does not count against your monthly draft limit. Required: client_name, invoice_number, amount, days_overdue. Optional: route ('gentle' | 'firm' | 'final_notice' — default gentle based on days_overdue if not specified), due_date (original due date), project_name, next_step (for final_notice — what you'll do if unpaid: e.g. 'pause work on all active projects', 'add a 2% monthly late fee', 'refer to collections'), your_name.
Input Schema
| Name | Required | Description | Default |
|---|---|---|---|
| client_name | Yes | First name or full name of the client | |
| invoice_number | Yes | Invoice number or reference — e.g. 'INV-042', '#112', 'the November invoice'. Used directly in the email. | |
| amount | Yes | Amount outstanding — include currency symbol. E.g. '$4,200', '£1,850 + VAT', '$750 (50% balance)'. | |
| days_overdue | Yes | How many days past the due date the invoice is. Used to calibrate tone and select the default route if route is not specified. | |
| route | No | gentle (default for 1–7 days): friendly first nudge, assumes an oversight. firm (default for 8–21 days): direct follow-up with a response deadline. final_notice (default for 22+ days): factual final warning stating what happens next. | |
| due_date | No | Optional: the original due date — e.g. 'June 1', '1 June 2026'. Makes the email more specific. | |
| project_name | No | Optional: project name or description — adds context. E.g. 'the Westbrook website build', 'our Q2 retainer'. | |
| next_step | No | Optional (recommended for final_notice): what you'll do if unpaid. E.g. 'pause work on all active projects until the balance is cleared', 'add a 2% monthly late fee from the original due date', 'refer the balance to a collections agency'. Keep it factual — this is a statement of policy, not a threat. | |
| your_name | No | Optional: your name for the sign-off |