A client just told me "the invoice must have gone to spam." It was the fourth time they'd said it.
It hadn't gone to spam. They were waiting to see if I'd chase it.
I learned this the hard way over several years of freelancing. Some clients pay on time. Some need a gentle nudge. And some will simply not pay until you make it easier to pay than to ignore.
Here's the system I use now.
The 4-touch sequence
Most late payment guides tell you to "be professional" and "send a polite reminder." That's useless. Here's what actually works.
Touch 1 — Due date day
Don't wait until it's late. Send a 3-line email on the day it's due:
Hi [name], just a quick note that invoice [number] for £[amount] is due today. Payment details are below. Let me know if you have any questions.
That's it. No guilt. No passive aggression. Just a practical reminder that you're paying attention.
Touch 2 — 3 days late
Hi [name], following up on invoice [number] which was due [date]. Total outstanding: £[amount]. If there's a query on it, happy to talk through. Otherwise, bank details below.
The "if there's a query" line is important. It gives them a face-saving way to respond if there IS a genuine issue, rather than just going silent.
Touch 3 — 7 days late
Tone shifts slightly:
Hi [name], invoice [number] is now 7 days overdue. I'd like to get this resolved this week. Could you confirm when payment will be made?
You're asking for a commitment, not just money. A date they give you is something you can follow up on specifically.
Touch 4 — 14 days late
This one mentions the Late Payment Act. Most clients don't know it exists. The ones who do know you mean business.
Hi [name], invoice [number] is now 14 days overdue. Under the Late Payment of Commercial Debts Act, I'm entitled to charge 8% + Bank of England base rate interest on overdue invoices, plus a fixed recovery fee of £40-£100. I'd prefer not to go down that route. Please confirm payment by [specific date] or let me know if there's an issue.
I've sent this email maybe 20 times. Payment arrived within 48 hours every single time but one.
The one they don't teach you
After touch 4, if there's still nothing: stop emailing. Phone them.
Not to shout. Just to say: "Hi, I sent an email about invoice [X] — just wanted to make sure you'd seen it."
A phone call makes it real in a way email doesn't. Most late payers are embarrassed, not malicious. The call removes the easy option of just ignoring emails.
The actual numbers
Under the Late Payment of Commercial Debts Act 1998:
- Interest rate: 8% + Bank of England base rate (currently ~12.25% total)
- Recovery fee: £40 for invoices under £1,000 / £70 for £1k-£10k / £100 for over £10k
On a £500 invoice that's 30 days late, you're owed roughly £5 in statutory interest plus £40 compensation. Most clients won't pay this. But telling them you're entitled to it changes the dynamic.
You can calculate exactly what you're owed at Landolio's late payment interest calculator — it uses the current base rate and does the maths for you.
Pre-written templates
Writing these emails from scratch every time is annoying, and getting the tone right under stress is hard.
I put together all 4 templates plus the phone script, a statutory demand letter, and a "final notice before legal action" letter in the Invoice Email Pack. £7. Copy, paste, send.
The system works. The hard part is actually sending touch 4 without softening it. Don't soften it.
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