What to say
How to chase a late invoice politely and get paid
An invoice is past its due date and the client has gone quiet.
You want to be paid without souring the relationship.
What is usually going on
Late invoices are usually a process problem before they are a people problem. The invoice is sitting in someone's inbox, waiting for a PO number or stuck with a finance team that has never heard of you. Your first chase should make paying easy: invoice number, amount, due date and a copy attached. Each later chase gets firmer and more specific about dates. Keep it in writing and keep a note of when you sent each one, because if it ever goes further you will want the trail.
Replies by what you want to happen
Get paid and keep the client
Hi [name], just a quick reminder that invoice [number] for £[amount] was due on [date]. I've attached a copy. Could you let me know when it's scheduled for payment?
Hi [name], could you point me to the right person in accounts for invoice [number]? It was due on [date] and I want to make sure it's reached them.
Hi [name], invoice [number] (£[amount]) is now a few days overdue. Is there anything you need from me to process it?
Assume it is a mistake and ask a question so they have to reply. If it stays unpaid, chase weekly and get a little firmer each time before any final notice.
Get a date you can hold them to
Hi [name], following up on invoice [number] for £[amount], now [x] days overdue. Please could you confirm the date it will be paid?
Thanks [name]. Once finance gives you a date, could you send it to me in writing? I'll note it and won't chase before then.
Hi [name], could it be paid by [date]? If that doesn't work, tell me a date that does and I'll work to it.
"Soon" is not a payment date. Get one in writing so a missed date is their broken promise, not your vague worry.
Decide whether to keep working with them
Hi [name], I'm going to pause work on [project] until invoice [number] is cleared. Happy to pick it straight back up once it's paid.
Hi [name], before we start the next piece I'll need invoice [number] settled. From now on I'll invoice half upfront and the rest on delivery.
Hi [name], I've enjoyed the work but I can't keep taking on projects while invoices run late. Can we agree 14 day payment terms from now on? If not, I think we should leave it here.
Pausing work is often the chase that gets paid. Only set terms you will actually enforce.
What not to send
- "Sorry to bother you" as your opening line. You are not bothering them.
- Sarcasm like "in case it got lost in the post". It makes you the rude one in a thread you may need to show someone later.
- A chase copied to their boss before you have tried them directly twice. It embarrasses your contact, who is the person most able to help.
- Threats you are not ready to carry out. Once one is ignored, every later chase carries less weight.
- New bank details halfway through the chase. It looks exactly like invoice fraud.
Questions
How soon should I chase an overdue invoice?
The day after the due date is fine for a friendly reminder. Many freelancers send a gentle nudge a few days before it is due as well. Then chase weekly, getting a little firmer each time.
What does a sensible escalation look like?
A friendly reminder the day after the due date. A second chase a week later asking for a firm payment date. Then a final notice with a deadline, for example: "Invoice [number] is now [x] days overdue. If it isn't paid by [date] I'll add statutory late payment interest and compensation." Only send that last one if you will follow through.
Can I charge interest on a late invoice in the UK?
For business to business invoices, the Late Payment of Commercial Debts (Interest) Act lets you claim interest at 8% above the Bank of England base rate, plus a fixed sum of £40 to £100 depending on the size of the debt. It does not apply to invoices to private individuals.
What if the client stops replying altogether?
Try a different route: a phone call, the accounts team or the person who signed off the work. Then send a final written notice with a date. After that, the small claims process (Money Claim Online in England and Wales) is designed for this and does not need a solicitor.
How do I chase a small client without making it awkward?
Keep the first message about the invoice, not about them. Use the invoice number, attach it and ask a question. Small clients are often just disorganised. A clear, easy message is the one that gets paid first.
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