Chasing money is uncomfortable. You don’t want to seem pushy or damage a good working relationship — but you also need to be paid. The good news is that most late payments aren’t personal. A polite, professional approach usually gets results without any awkwardness.
Why Invoices Go Unpaid
Before assuming the worst, remember that late payment often happens because:
- Your invoice got lost in an inbox
- The person who approves payments is on holiday
- There’s a query about the work that nobody mentioned
- The client is disorganised, not dishonest
Understanding this helps you chase firmly but without accusation.
The Friendly Reminder (1-3 Days Overdue)
Your first message should assume nothing is wrong. Keep it light:
“Hi [Name], hope you’re well. Just a quick note to check you received my invoice [number] — it was due on [date]. Let me know if you need me to resend it or if there are any questions. Happy to help.”
This gives them an easy out. If the invoice genuinely went missing, they can say so without embarrassment.
The Firmer Follow-Up (7-14 Days Overdue)
If the friendly reminder gets no response, be more direct:
“Hi [Name], following up on my invoice [number] for [amount], which was due on [date]. I’d appreciate an update on when I can expect payment. If there’s an issue, please let me know so we can sort it out.”
Still polite, but clearly expecting a response. Ask for a specific date — vague promises like “soon” or “next week” are easy to ignore.
The Formal Chase (14-30 Days Overdue)
At this stage, move to a more formal tone. Email is fine, but a letter on headed paper can feel more serious:
“Dear [Name], my invoice [number] for [amount] is now [X] days overdue. I’ve contacted you on [dates] without response. Please arrange payment within 7 days to avoid further action. If you’re experiencing difficulties, contact me to discuss.”
Mentioning “further action” signals you’re serious without being aggressive.
When to Pick Up the Phone
Sometimes a phone call achieves more than five emails. It’s harder to ignore a real person, and you can often resolve queries on the spot. Keep notes of what’s agreed — then follow up in writing to confirm.
Calling also helps you gauge the situation. A flustered apology suggests disorganisation. Evasiveness might indicate deeper problems.
Practical Tips That Help
Chase on the day it’s due, not after. A same-day reminder (“Just checking this is in hand for today”) prevents lateness before it starts.
Always quote the invoice number and amount. Make it easy for them to find and pay.
Copy in accounts or finance teams. If you’re dealing with a larger company, the person you email may not control payments.
Keep records of every chase. Dates, emails, call notes. You’ll need these if things escalate.
Protect the relationship. Even when frustrated, stay professional. “I’m sure this is an oversight” keeps doors open.
When to Escalate
If 30+ days pass with no payment and no communication, you have options: formal letter before action, mediation, small claims court, or a debt collection agency. These are last resorts, but knowing they exist gives you confidence.
Most of the time, it won’t come to that. A clear, consistent chasing process — friendly first, then firmer — recovers the majority of late invoices without damaging client relationships.
UK businesses can charge statutory interest of 8% plus Bank of England base rate on late B2B payments.