The words that get you paid without burning the client.
Asking for money you're owed feels uncomfortable, so most people wait too long and then write something either too apologetic or too aggressive. Here's what to send, and when — copy, paste and adjust.
Three ready-to-send messages · What to say at each stage
The message is rarely the problem — Most late payments aren't refusals — the invoice was missed, buried or forgotten. Assume that in your first message and you'll get paid faster without damaging the relationship.
Copy these, swap the brackets for your details, and send.
Hi [Name], Hope you're well. Just a quick note that invoice [#0001] for [$amount] was due yesterday — I've attached it again here in case it got buried. If it's already on its way, ignore me entirely. Any questions about it, just let me know. Thanks, [Your name]
Hi [Name], Following up on invoice [#0001] for [$amount], now [14] days overdue. I haven't received payment yet and wanted to check there's nothing holding it up on your end. Could you let me know when I can expect it? Happy to resend the invoice or sort out anything that's causing a delay. Thanks, [Your name]
Hi [Name], Invoice [#0001] for [$amount] is now [30] days overdue and I haven't had a response to my previous messages. I'd like to get this resolved without it becoming a bigger issue. Please arrange payment by [date], or get in touch today if there's a reason you can't. If I don't hear back by then I'll need to [pause further work / apply the late fee set out in my terms]. Thanks, [Your name]
Chasing before the due date reads as distrust. Note the date it falls due and send the first message the day after — not before.
Your first message should give the client an easy way out: it got buried, it was missed. People respond far better to that than to an accusation.
Name the invoice number, the amount and the date it was due, and attach it again. Every extra step you make them take is another week of delay.
Day after due, then around two weeks, then thirty days. A predictable ladder keeps it professional and stops you firing off something you'll regret.
If you're chasing regularly, the fix isn't better wording — it's clear payment terms up front and reminders that send themselves.
Set payment terms once and InvoiceSonic chases overdue invoices for you — politely, on schedule, automatically.
Start freeKeep it short, name the invoice number and amount, give the client an easy explanation ("in case it got buried"), and attach the invoice again. A polite first reminder assumes an oversight rather than a refusal — which is usually the truth and keeps the relationship intact.
Send a gentle reminder the day after the due date, a firmer follow-up at around one to two weeks overdue, and a final notice at thirty days. Following a set schedule stops the decision being emotional and makes it obviously routine to the client.
Lead with the facts — invoice number, amount, due date — then a single clear question: when can you expect payment? Avoid apologising for asking, and avoid threats early on. Being brief and specific reads as more professional than either extreme.
After a final notice, your options are pausing further work, applying a late fee if your terms allow it, or a formal letter of demand. Prevention matters more: agree payment terms in writing before starting, invoice immediately on completion, and ask for a deposit on larger jobs.
Yes, if you set it out in your payment terms before the work starts — you can't invent it after the fact. A common approach is a fixed fee or a small monthly percentage on overdue amounts. Stating it on every invoice makes it far more likely you'll never need to apply it.
Payment reminder emails · Overdue invoice: what to do · Recurring invoices · Invoice app · Free invoice generator · How to write an invoice email