Free tools / Dues reminder letters
Dues reminder letter templates
Example wording for the four letters a volunteer treasurer sends most. Copy them, replace the parts in [brackets], and make them sound like you.
These are examples, not legal notices. Many states require specific wording, delivery methods and waiting periods before an association may charge collection costs, record a lien or refer a debt. Check your governing documents and your state's statute, and have an attorney review any formal demand.
1. Friendly reminder (before the due date)
Subject: [Association name] dues are due on [date] Hello [first name], This is a reminder that your [year / quarter] dues of [amount] for [unit or address] are due on [date]. How to pay: - Online: [pay link] - By check: payable to [Association name], mailed to [address]. Please write [unit] on the memo line. If you have already paid, thank you, and please ignore this note. If anything here looks wrong, reply to this email and I will sort it out. [Your name] Treasurer, [Association name]
2. Past-due notice (after the grace period)
Subject: [Association name] dues are past due Hello [first name], Our records show that [amount] for [unit or address], due on [date], has not been received. [If your documents provide for one: Under [section] of our [declaration / bylaws], a late fee of [amount] applies to payments received after [date].] Amount due today: [total] How to pay: - Online: [pay link] - By check: payable to [Association name], mailed to [address]. If you have paid in the last few days, thank you: it may not have reached us yet. If paying in full is difficult right now, please reply so we can talk about a payment plan. [Your name] Treasurer, [Association name]
3. Second notice
Subject: Second notice: [Association name] dues Hello [first name], This is a second notice about the balance on [unit or address]. Charges: - [description], due [date]: [amount] - [late fee, if any]: [amount] Total due: [total] Please pay by [date], or contact me before then to arrange a payment plan. A statement of your account is attached. The board would much rather resolve this with you directly. If the balance is still unpaid after [date], the board will consider the next steps set out in our governing documents. [Your name] Treasurer, [Association name] [phone or email]
4. Payment received
Subject: Payment received, thank you Hello [first name], We received your payment of [amount] on [date] ([check number / paid online]) for [unit or address]. Balance now: [balance] Thank you for keeping the association running. [Your name] Treasurer, [Association name]
What makes a reminder work
- One clear amount and one clear date. Put them in the first two lines.
- Make paying easy. A link that needs no login, and the address for checks, in every letter.
- Assume good faith. Most late payers forgot. "If you have already paid, thank you" keeps neighbors on speaking terms.
- Send on a schedule, not when you remember. Before the due date, on it, and after the grace period.
DuesDesk sends these for you on the schedule you set, fills in each owner's amount and pay link, sends a receipt when you record a payment, and prints the same letters for owners without email. Start free.