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Free late payment letter template for subcontractors

Three letters for an unpaid pay application, from a friendly reminder to a final notice. Fill in the details, then copy into an email or print it.

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Pat Jones
ABC General Contractors

Re: Office Renovation, Floor 3 – Pay Application #3 – $22,815.00

Dear Pat Jones,

I hope the project is going well. This is a friendly reminder that Pay Application #3 for Office Renovation, Floor 3, in the amount of $22,815.00, was submitted on August 25, 2026 and was due on September 25, 2026. We haven't received payment yet.

If it is already on its way, thank you, and please disregard this note. If anything is holding it up, such as a missing lien waiver, backup or a question about a line item, let me know and I will get it to you right away.

Thank you,

Your Name
Your Company LLC
(555) 555-0100

Before you send it

  • Confirm the pay application was approved, and ask whether the owner has paid the GC.
  • Check for missing paperwork: lien waivers, insurance certificates, certified payroll, backup.
  • Call first. A letter works best as a follow-up to a conversation.
  • Keep copies of every letter and email with dates.
  • Track your lien and payment bond deadlines from the first day on site.

These letters are general templates, not legal advice. Prompt payment, lien and bond rules vary by state and contract.

Sub-Office shows billed to date and what's left to collect on every job, so late payments stand out early. Try it free for 30 days.

Frequently asked questions

When should I send a payment reminder?

Send a friendly reminder a few days after the due date, a past-due notice about two weeks later, and a final notice only after you have tried to resolve the issue directly. Always confirm first that nothing is missing from your pay application, such as lien waivers, backup or certified payroll.

What are prompt payment laws?

Most states have prompt payment acts that set deadlines for paying contractors and subcontractors and allow interest on late payments. The deadlines and remedies differ by state and between public and private projects, so check the law where the project is located.

Can I stop work if I am not paid?

Sometimes, but only if your subcontract or state law allows it and you follow the required notice steps. Stopping work without that right can put you in breach. Talk to a construction attorney before suspending work.

Should I mention lien rights in the letter?

Mention them only in a final notice and only factually. Lien and bond claims have strict deadlines that often run from your last day of work, so track those dates from the start of the job.

Spend less time on paperwork and more time building.

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