Asking for money from clients feels uncomfortable — but it is a normal, necessary part of running a freelance or small business. Done right, payment follow-ups are professional, not pushy. This guide gives you the exact email templates to use at every stage, from the initial invoice send to 30 days overdue.
Send Professional Invoices First
A clear, professional invoice gets paid faster. Create one free — no signup.
The Golden Rule: Send a Professional Invoice First
Before you can ask for payment, you need to send a proper invoice. A clear invoice with the invoice number, due date, itemised services, and payment details in one document dramatically reduces follow-up friction. Use our free invoice generator to create one in under 2 minutes.
Prevention is better than chasing: 80% of late payments happen because the invoice was unclear, missing a due date, or sent to the wrong person. A clear invoice prevents most payment problems before they start.
5 Email Templates — Ready to Copy
Template 1: Invoice Sent — Initial Email
Send this when you first issue the invoice. Keep it short and friendly.
Subject: Invoice INV-042 — [Project Name] — Due [Date]
Hi [Client Name],
Please find attached Invoice INV-042 for [brief description of work], totalling [amount].
Payment is due by [due date]. You can pay via [your payment method — bank transfer, PayPal, etc.].
Let me know if you have any questions about the invoice.
Thanks,
[Your Name]
Template 2: Reminder 3–5 Days Before Due Date
A friendly heads-up before the due date. This alone resolves most late payments.
Subject: Friendly reminder — Invoice INV-042 due [Date]
Hi [Client Name],
Just a quick reminder that Invoice INV-042 for [amount] is due on [due date] — that is in [X] days.
I have attached the invoice again for your convenience.
Please let me know if you need anything from my end to process the payment.
Best,
[Your Name]
Template 3: Invoice Due Today
Send this on the actual due date if payment has not arrived.
Subject: Invoice INV-042 due today — [amount]
Hi [Client Name],
Invoice INV-042 for [amount] is due today, [date].
If you have already sent payment, please ignore this message. If not, I would appreciate it if you could arrange payment today.
My payment details:
Bank: [Bank name]
Account number: [Number]
Sort code / IBAN: [Details]
Reference: INV-042
Thank you,
[Your Name]
Template 4: 7 Days Overdue
Slightly firmer tone, but still professional and calm.
Subject: Invoice INV-042 — 7 days overdue
Hi [Client Name],
I wanted to follow up on Invoice INV-042 for [amount], which was due on [original due date] and is now 7 days overdue.
Could you let me know when I can expect payment, or if there is any issue I can help resolve?
I have attached the invoice again for reference.
Best regards,
[Your Name]
Template 5: 30+ Days Overdue — Final Notice
Use this when multiple reminders have been ignored. Firm, factual, no apologies.
Subject: Final notice — Invoice INV-042 — [amount] — 30 days overdue
Hi [Client Name],
Invoice INV-042 for [amount] was due on [date] and is now [X] days overdue. Despite my previous reminders, I have not received payment or a response.
Please arrange payment within 5 business days to avoid further action.
As stated in my invoice terms, a late payment fee of [X]% per month applies to overdue balances. The updated total due is [new amount including late fee].
If there is a dispute or issue with the invoice, please contact me immediately so we can resolve it.
[Your Name]
[Contact details]
What to Do If They Still Don't Pay
If 30+ days of professional follow-ups produce no response:
- Phone call — A direct call is harder to ignore than an email. Keep it professional: "I am calling about invoice INV-042 for £X — I wanted to check on the payment status."
- Formal demand letter — A written letter on your letterhead (even as a PDF) signals you are serious. In many countries, this is a prerequisite before legal action.
- Debt collection agency — Many agencies work on a "no win, no fee" basis for freelance invoices above £500/$500. You lose a percentage of the invoice but get paid without going to court.
- Small claims court — In the UK, the small claims track handles disputes up to £10,000. In the US, small claims courts typically cover up to $5,000–$10,000 depending on the state. Filing fees are low (usually £35–$75) and you can represent yourself.
How to Reduce Late Payments in Future
- Always send invoices immediately after completing work — not days later
- Write the exact due date on every invoice, not just the payment terms
- Request a deposit (25–50%) before starting work on any project over £500
- Include your payment details (bank account, PayPal link) directly on the invoice
- State your payment terms (Net 14, Net 30) clearly in writing before the project starts
- Use shorter payment terms — Net 14 by default instead of Net 30
Frequently Asked Questions
How do I ask a client to pay an invoice?+
Send a polite email with the invoice attached, the amount due, and the due date clearly stated. Reference the invoice number and the work completed. Keep the tone professional and assume good faith — most late payments are accidental, not deliberate.
What do you say when an invoice is overdue?+
State the facts clearly without being aggressive: invoice number, amount, original due date, and how many days overdue. Ask if they have any questions and provide your payment details again. For invoices more than 14 days overdue, mention your late fee policy.
How many times should I follow up on an unpaid invoice?+
Follow up at least 3 times before escalating: a reminder 3-5 days before due date, a reminder on the due date, and again 7-14 days after. After 30+ days overdue with no response, consider a formal demand letter or collection action.
Is it rude to follow up on an unpaid invoice?+
No. Following up on unpaid invoices is a normal part of running a business. Most clients appreciate a polite reminder. A professional tone always works better than silence or aggression.
Can I charge interest on overdue invoices?+
Yes, if you stated your late fee policy on the original invoice or in your contract. The standard rate is 1-2% per month. In the UK, the Late Payment of Commercial Debts Act allows you to charge 8% over base rate by default.
