How to Chase Overdue Payments Politely (With Email Scripts)

Published on 29 August 2026 • 4 min read

Chasing unpaid invoices is one of the most frustrating aspects of running an independent business. The goal is to remain firm, organized, and persistent while preserving professional goodwill.

Using a systematic 3-stage reminder sequence removes emotion from the collection process and significantly speeds up payout times.

Stage 1: The Friendly Pre-Due Check-In (3 Days Before Due Date)

Send a short courtesy note to verify that the invoice was received and queued by the client's finance department.

Subject: Courtesy Reminder: Invoice #[Number] due on [Date]

Hi [Client Name],

Hope you're having a productive week. This is just a quick courtesy note to confirm you received Invoice #[Number] for [Project Name], which is scheduled for settlement this [Day of Week, Date].

I’ve re-attached the PDF for your convenience. Please let me know if your accounts team requires any additional documentation.

Best regards,
[Your Name]

Stage 2: The Due-Date Follow-Up (1 Day Overdue)

If the invoice passes its due date without payment or correspondence, send a prompt follow-up the following morning.

Subject: Invoice #[Number] is now due – [Your Business Name]

Hi [Client Name],

I’m writing to follow up on Invoice #[Number] (for the amount of [£Amount]), which was due yesterday.

Could you please confirm if this payment has been scheduled, or provide the payment reference once processed?

Thank you,
[Your Name]

Stage 3: The Formal Overdue Notice (14 Days Overdue)

If payment remains outstanding after two weeks, escalate to formal terms referencing statutory commercial debt guidelines.

Subject: OVERDUE: Invoice #[Number] – Immediate Action Required

Dear [Client Name],

We have not yet received payment for Invoice #[Number] issued on [Issue Date] for the balance of [£Amount], which is now 14 days past its agreed due date.

Please arrange payment to our nominated account within 48 hours to bring this account up to date. Under commercial late payment legislation, statutory recovery fees and interest may be applied to balances exceeding agreed credit terms.

Please confirm once the transfer has been completed.

Kind regards,
[Your Name]