How many times should I chase an invoice?

Four or five messages across the first month is normal: a pre-due nudge, a day-one reminder, a request to accounts, a firmer note with a deadline, then a letter before action.

Should invoice reminders be emails or phone calls?

Email creates the written trail you need if you escalate. A call is a useful addition at the two-week stage, but follow it with an email summarising what was agreed.

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Getting paid

Invoice reminder email templates that get paid

6 min read

Reminder emails fail for two reasons: they apologise for asking, or they bury the ask under context. Each template below does one job, in one screen, with a single clear request.

Before you copy anything

Replace every bracketed field — a stray [CLIENT] undermines the whole message.
Keep the invoice number in the subject line so it threads with the client's own records.
Attach or re-link the invoice each time; never make someone search their inbox.
Send from the address that issued the invoice, and copy the accounts inbox from stage three onward.

The five templates

1. Three days before the due date

Subject: Invoice [NUMBER] — due [DATE]

Hi [NAME],

A quick note that invoice [NUMBER] for £[AMOUNT] is due on [DATE]. I've attached it again for convenience.

If anything is missing on your side — a PO number or a different address for accounts — let me know and I'll reissue it today.

Thanks,
[YOUR NAME]

2. Day one overdue

Subject: Invoice [NUMBER] — now due

Hi [NAME],

Invoice [NUMBER] for £[AMOUNT] was due yesterday and I can't see it in the account yet. I imagine it's simply waiting in the queue.

Could you confirm it's been received and scheduled? Payment details are on the invoice, attached.

Thanks,
[YOUR NAME]

3. One week overdue — to accounts

Subject: Payment date needed — invoice [NUMBER], [DAYS] days overdue

Hello,

Invoice [NUMBER] for £[AMOUNT], issued [ISSUE DATE] and due [DUE DATE], is now [DAYS] days overdue. [CONTACT NAME] is copied.

Please could you confirm the date it will be paid, or tell me what's blocking it? If it needs re-issuing in a different format, I'll turn that around today.

Thanks,
[YOUR NAME]
[PHONE]

4. Two weeks overdue — firmer

Subject: Invoice [NUMBER] — [DAYS] days overdue

Hi [NAME],

Invoice [NUMBER] for £[AMOUNT] is now [DAYS] days overdue and I haven't had a payment date.

I'd like to keep this straightforward: if payment isn't scheduled by [DEADLINE DATE], I'll pause work on [PROJECT] until the account is clear, and the invoice may attract statutory interest for late commercial payment.

Happy to jump on a call if there's a problem I can help solve.

Thanks,
[YOUR NAME]

5. Thirty days overdue — letter before action

Subject: Letter before action — invoice [NUMBER], £[AMOUNT]

Dear [NAME],

Invoice [NUMBER] for £[AMOUNT], due [DUE DATE], remains unpaid [DAYS] days after the due date. Reminders were sent on [DATES].

Unless payment in full is received by [DEADLINE DATE], I will begin recovery proceedings without further notice, and will claim statutory interest and fixed recovery costs where they apply.

I would much rather resolve this directly. Payment details are below.

[BANK DETAILS]

Yours sincerely,
[YOUR NAME]
[BUSINESS NAME]

Tone notes

Escalate structure, not emotion. Each stage should widen the audience and sharpen the deadline while keeping the language flat and factual — that is what reads as professional to a finance team.

Never write "sorry to chase". You are not intruding; you are asking for money already earned. Replace the apology with a date.

Common questions

How many times should I chase an invoice?: Four or five messages across the first month is normal: a pre-due nudge, a day-one reminder, a request to accounts, a firmer note with a deadline, then a letter before action.
Should invoice reminders be emails or phone calls?: Email creates the written trail you need if you escalate. A call is a useful addition at the two-week stage, but follow it with an email summarising what was agreed.