General information, not legal advice. This template is a starting point. Laws differ by state and city, so have a licensed attorney review your final document before you use it.
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The short version
- Send a short reminder before the due date and a clear past due letter soon after the grace period ends.
- List the balance line by line so the tenant can check it against their records.
- Charge late fees only as the lease and state law allow.
- A reminder is not a pay or quit notice. Eviction needs the formal notice your state requires.
What these letters are for
Most late rent is a reminder problem, not a refusal to pay. A short courtesy note before the due date catches the tenants who simply forgot. When rent does run late, a past due letter sets out exactly what is owed, what fees apply and how to pay, while keeping the door open for a conversation. Both letters build a paper trail if the balance stays unpaid.
When to use each one
- Letter A, the reminder: a few days before rent is due, or on the due date.
- Letter B, past due: after the grace period ends, while the balance is still small.
- If the balance stays unpaid: move to the formal notice your state requires, not another letter.
How to use the templates
- Check the tenant ledger so the balance is right, including any partial payments.
- Fill in the balance table with each charge and payment.
- Add the late charge only if the lease and state law allow it.
- Set a pay by date and list the ways to pay.
- Send it by email, portal message or mail, and keep a copy.
What to include
- The amount due and the period it covers.
- Any late charge, with the lease clause it comes from.
- Payments already received.
- A pay by date and how to pay.
- A contact for payment plan requests.
Tips
- Keep the tone neutral. The goal is payment, not blame.
- Make paying easy. A link to an online payment option gets more same day payments than a mailing address.
- Talk early. A tenant who explains a job loss in week one is easier to work with than one who goes silent.
Common mistakes
- Threatening steps you cannot legally take, such as changing locks or shutting off utilities.
- Charging fees above the state limit.
- Accepting partial rent without thinking about how it affects a later notice in your state.
- Relying on reminders instead of the formal notice when it is time to act.
Rent reminders in TenantLoop
TenantLoop sends rent reminders before rent is due and again on the day. Tenants pay by card or bank transfer from their portal and can turn on autopay, each payment posts to the tenant ledger, and your late-fee rule adds the fee when rent runs past the grace period.
What is in the template
Two short letters for rent that is due soon or already late: a courtesy reminder and a past due letter that lists the balance, late charges and how to pay. Neither one is an eviction notice.
- Letter A: Friendly rent reminder
- Letter B: Past due rent
Read the whole rent payment reminder letter template
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General template, not legal advice. Have an attorney in your state review before use.
Before you send it.
When should I send a rent reminder?
Three to five days before the due date works well, with a second note on the due date for tenants who often pay late. A past due letter goes out the day after any grace period ends.
Can a past due letter start an eviction?
No. To start an eviction for unpaid rent, most states require a specific written notice with a set number of days to pay or move out, delivered in a set way. Use the eviction notice template for that step.
Should I offer a payment plan?
It is often cheaper than turnover or court. Put any plan in writing with dates and amounts, and say what happens if a payment is missed.
Can I charge a late fee the day after rent is due?
Only if your lease says so and your state allows it. Several states require a grace period or cap the fee amount.