Should I phone them instead of emailing?

A phone call can be effective, especially if emails are being ignored. But always follow up with an email summarising what was discussed. You want a written record of every step in case you need to escalate later.

What if the client says the invoice got lost?

Resend it immediately with the original invoice attached as a PDF. Set a new, short deadline (say 7 days). If they "lose" it a second time, that tells you something about their intentions.

Should I stop working for a client who pays late?

That depends on the relationship and how late they are. If it is a one-off delay and they communicate about it, that is normal. If it happens every time and you are constantly chasing, consider whether the client is worth keeping. At minimum, ask for payment upfront or in milestones for future projects.

Can I charge a late payment fee?

Yes. Under the Late Payment of Commercial Debts Act 1998, you can charge statutory interest at 8% plus the Bank of England base rate on any commercial invoice paid late. You are also entitled to fixed compensation of £40 to £100 depending on the invoice amount. You do not need a contract clause. This is your legal right.

What if the client disputes the quality of work?

Take the dispute seriously. Review the original brief and your deliverables. If you delivered what was agreed, explain that clearly in writing. If there is a genuine shortfall, offer to fix it. Do not let a dispute become an excuse for non-payment of the entire invoice. If they accepted 90% of the work, they should pay for 90% of the work.

How many reminders should I send before escalating?

Three is a reasonable number: a polite nudge, a firmer follow-up, and a final warning. After that, if they are still not paying, move on to a Letter Before Action. Sending ten reminders just trains them to ignore you.

Should I mention statutory interest in my reminders?

Not in the first reminder. Keep that friendly. But by the second or third reminder, mentioning that you are entitled to charge statutory interest can motivate faster payment. In the final warning, state explicitly that you will apply interest if the invoice is not paid promptly.

Free email templates

How to chase an invoice politely as a UK freelancer

Copy-paste email templates for every stage, from a gentle nudge to a formal final warning. Plus what to do when emails stop working.

Why chasing invoices feels awful (and why you should do it anyway)

Nobody becomes a freelancer because they love asking people for money. You got into this to do work you enjoy: design, writing, development, photography, whatever it is. Chasing invoices feels awkward, confrontational, and like you are being “difficult.”

But you are not being difficult. You did the work. They agreed to pay. Sending a reminder is not rude. It is basic professional practice. Every large company has an entire accounts receivable department whose only job is chasing payments. You are just doing the same thing, on a smaller scale.

According to IPSE research, the average UK freelancer is owed £5,230 in late payments at any given time. That is not a rounding error. It is months of income. Getting paid on time is not a nice-to-have, it is how you pay your rent.

The escalation ladder

Start polite, get firmer over time, and only bring out the legal language when everything else has failed. Each stage gives the client a chance to do the right thing before you escalate.

1Friendly reminder: 1–3 days after the due date. Just a nudge.
2Firm follow-up: 7–14 days overdue. Direct and professional.
3Final warning: 14–30 days overdue. Mentions statutory interest.
4Letter Before Action: 30+ days overdue. Formal legal demand.
5County Court claim: If the LBA is ignored.

Most invoices get paid by stage 2. The handful that reach stage 3 usually get paid then. If you are routinely reaching stages 4 and 5, you might have a client selection problem rather than a chasing problem.

Stage 1: The friendly reminder (1–3 days late)

Keep it short and assume the best. Maybe it slipped through the cracks, maybe their accounts team is slow. A warm, brief nudge is all you need.

Subject: Quick reminder: Invoice [REF] due [DATE]

Hi [Name],

Hope you are well. Just a quick reminder that invoice [REF] for £[AMOUNT] was due on [DATE]. I know things get busy, so just flagging in case it slipped through.

Happy to resend the invoice if that helps. Let me know if there are any questions.

Thanks,
[Your name]

Tone: Warm, brief, no pressure. You are giving them the benefit of the doubt.

Stage 2: The firm follow-up (7–14 days late)

They have had your first reminder and still have not paid. Time to be more direct. Drop the “just checking in” tone and clearly state what you need.

Subject: Overdue invoice [REF], payment needed

Hi [Name],

I am following up on invoice [REF] for £[AMOUNT], which was due on [DATE] and is now [X] days overdue.

Could you let me know when I can expect payment? If there is a problem with the invoice or the work, I am happy to discuss it, but I do need this resolved promptly.

I have attached the original invoice for reference.

Thanks,
[Your name]

Tone: Professional and direct. You are not angry, but you are not apologising for asking either. Attaching the invoice removes the “I cannot find it” excuse.

Stage 3: The final warning (14–30 days late)

This is your last email before you move to formal legal steps. Mention your legal rights: statutory interest and the Late Payment Act. This often prompts payment from clients who were just being slow or disorganised.

Subject: Final reminder: Invoice [REF] now [X] days overdue

Dear [Name],

This is my third and final reminder regarding invoice [REF] for £[AMOUNT], which was due on [DATE].

I have not received payment or a response to my previous reminders. Under the Late Payment of Commercial Debts (Interest) Act 1998, I am entitled to charge statutory interest on overdue commercial invoices, as well as fixed compensation for recovery costs.

I would prefer to resolve this without taking further action. Please arrange payment within the next 7 days.

If I do not hear from you, I will need to consider my formal options, which may include issuing a Letter Before Action.

Regards,
[Your name]

Tone: Serious but not threatening. You are stating facts about your legal rights, not making dramatic ultimatums. The phrase “consider my formal options” is firm without being combative.

Stage 4: Letter Before Action

If the final warning does not work, the next step is a formal Letter Before Action (LBA). This is a structured legal demand with a 14-day deadline, warning that you will file a court claim if they do not pay.

We have a full guide with a free template: Letter Before Action Template for UK Freelancers.

If the LBA is also ignored, you can file a claim via Money Claim Online. The full process is covered in the small claims court guide.

Tips for effective payment reminders

Keep it short

Long emails get skimmed. Your reminder should be 3–5 sentences at most. State the invoice reference, the amount, and what you need from them. That is it.

Always include the invoice

Attach the PDF to every reminder. Removing the “I cannot find it” excuse saves you a round trip of emails.

Make paying easy

Include a direct payment link, your bank details, or both. The fewer steps between “I should pay this” and actually paying, the faster you get your money.

Set deadlines, not open-ended requests

“Please pay within 7 days” is much more effective than “please pay when you can.” People respond to deadlines.

Chase the right person

Your day-to-day contact might not handle payments. Ask who handles accounts payable and send reminders to them directly. Many invoices sit unpaid simply because the right person never saw them.

Keep a record

Save every email and note every phone call (date, who you spoke to, what was said). If you ever need to go to court, this is your evidence.

Frequently asked questions

Send your first reminder within 1 to 3 days of the due date. The longer you wait, the less urgently your client treats it. A prompt, polite nudge shows you are on top of your accounts and expect the same from them.

Related guides

Letter Before Action Template

Free LBA template and step-by-step instructions.

Your Late Payment Rights

Statutory interest and compensation explained.

Small Claims Court Guide

Step-by-step guide to filing a court claim.

Late Payment Calculator

Calculate your statutory interest and compensation.

Overdue Invoice Email Templates

15+ ready-to-use templates for every stage.

Client Won't Pay?

Complete escalation guide for unpaid invoices.

This guide is for informational purposes only and does not constitute legal advice. For complex disputes or high-value claims, consider consulting a solicitor.

Let PennyFetch do the chasing for you

Set up your invoices once. PennyFetch sends polite, then firm, then final reminders automatically. You get paid without the awkward emails.

Get started free