Lien Waiver Request Email Templates (Request, Reminder, Unconditional)
Updated 2026-09-26
Short answer
Use three emails: a request when the pay app arrives, a reminder when the waiver is overdue, and an unconditional follow-up after you pay. Always include the project, pay app number, amount, through date and waiver type. Missing details are the main reason waivers come back wrong.
When to send each email
| Moment | Waiver | |
|---|---|---|
| Pay app or invoice approved | Request | Conditional progress (or conditional final at close-out) |
| No waiver after your threshold (e.g. 7 days) | Reminder | Same waiver |
| After the payment clears | Unconditional follow-up | Unconditional progress (or unconditional final) |
1. Lien waiver request email
Subject: Lien waiver needed: [Project] – [Pay App #] Hi [Name], To release payment of $[Amount] for [Project], [Pay App #], we need a signed [Conditional Progress] lien waiver through [Through Date]. Please reply with the signed waiver by [Due Date]. If your state has a required statutory form, please use it. Payment is released as soon as we receive it. Thanks, [Your Name] [Company]
2. Overdue reminder
Subject: Reminder: lien waiver still needed – [Project] – [Pay App #] Hi [Name], Following up on the [Waiver Type] lien waiver for [Project], [Pay App #] ($[Amount], through [Through Date]). We requested it on [Date Requested] and are holding payment until it arrives. Could you send it over today? Thanks, [Your Name]
3. Unconditional waiver after payment
Subject: Unconditional lien waiver for payment sent – [Project] Hi [Name], Payment of $[Amount] for [Project], [Pay App #] was released on [Date Paid]. Once the funds have cleared, please send the signed [Unconditional Progress / Unconditional Final] lien waiver for that payment. Thanks, [Your Name]
Tips that get waivers back faster
- One email per pay app. Bundling several jobs into one request leads to one missing waiver.
- Put the amount and through date in the subject or first line. It's what the sub's office needs to fill the form.
- Attach a pre-filled form in your state's required format.
- Say payment is on hold until it arrives. This isn't a threat; it's the process, and it gets prioritised.
- Log the request date so you know when a reminder is due. The free tracker does the counting.
Let Autopilot send them
Lien Waiver Autopilot sends these emails from your own Gmail. The request goes out when you log a pay app, the reminder when a waiver goes overdue, and the unconditional follow-up when you mark a payment as paid. The details are filled in from your tracker.
Frequently asked questions
When should I request a lien waiver?+
Request the conditional waiver as soon as the pay app or invoice is approved, so it's back before your check run. Request the unconditional waiver once the payment has cleared.
What should a lien waiver request include?+
Project name, pay app or invoice number, payment amount, the through date, the exact waiver type, the due date, and a note that payment is released on receipt.
Can I send the waiver form with the request?+
Yes, and it speeds things up. Pre-fill your state's form with the project, amount and through date so the sub only has to sign.