How to chase an unpaid invoice (politely), with templates

Chasing money is nobody’s favourite job. But unpaid invoices don’t chase themselves, and the longer you wait the harder they get. Here’s a calm, effective system, with words you can copy.

First: make it hard to ignore

Before you chase, check the basics are in place: a clear due date, your bank details on the invoice, and a record of when you sent it. Half of “late” payments are really “I lost the invoice”, so your first message should make paying effortless.

The cadence

Day it’s due: a friendly reminder.
7 days overdue: a firmer nudge.
14 days overdue: a direct message referencing your terms.
30 days: a final notice before escalation.

Send these on schedule, unemotionally. Consistency is what gets you paid.

Templates you can copy

On the due date:

Hi [name], just a friendly note that invoice [number] for £[amount] is due today. Here are the details again: [link/bank]. Thanks so much!

7 days overdue:

Hi [name], invoice [number] (£[amount]) is now a week overdue. Could you let me know when I can expect payment? Happy to resend anything you need.

14 days overdue:

Hi [name], invoice [number] is now 14 days overdue, past the [X]-day terms we agreed. Please arrange payment this week. Let me know if there’s an issue I can help with.

Final notice:

Hi [name], this is a final reminder for invoice [number], now 30 days overdue. If payment isn’t received by [date] I’ll have to consider next steps. I’d much rather resolve it directly, please get in touch.

Stop this happening again

Most late payments are a tracking problem, not a client problem, you forget which invoices are outstanding until it’s a crisis.

If a client is paying late, our free late payment interest calculator works out the statutory interest and the fixed sum you can add, so the reminder can say exactly what is owed.

General guidance. For persistent non-payment, seek proper debt-recovery or legal advice.