Late payment is the #1 problem UK freelancers cite in every survey. And yet most of us handle it exactly wrong.
We send one polite email. Wait two weeks. Send another polite email. Wait. Eventually either give up or have an awkward phone call.
Here's what actually works.
The psychology of late payment
Most late payments aren't malicious. They're:
- Finance team backlog (especially at agencies)
- The person who hired you forgot to submit the invoice
- Cash flow management (they're paying you with their own client's money)
- Genuine oversight
A small percentage are intentional. The sequence below works for all of them.
The 6-stage escalation ladder
Day 1 overdue — Friendly reminder
Subject: Invoice #[X] — just checking this got through
One line. Friendly. Assume good faith. Attach the invoice again. Don't apologise.
Day 7 — Polite follow-up
Reference the original. Note the new total if you're charging late payment interest (you're legally entitled to under the Late Payment of Commercial Debts Act — 8% above base rate). Don't threaten yet.
Day 14 — Formal notice
This one changes tone. Name the Late Payment Act. State the interest amount. Set a 7-day deadline. CC accounts@ if you know it.
Day 21 — Final notice
Say you're considering formal recovery. Mention MCOL (Money Claim Online) specifically. Keep it factual.
Day 28 — MCOL / debt collection
You can file a claim at gov.uk/make-court-claim-for-money for claims up to £100k. Filing fee is £35 for a £200 claim. Most clients pay before it gets this far.
Day 35+ — Collection agency
For larger amounts. They take a cut (15-25%) but do the work.
The templates
Writing these from scratch is awful. Especially when you're annoyed.
I put together a pack of 7 email templates covering the full sequence — friendly reminders through to formal demand. Plus the legal bit about the Late Payment Act and how to calculate interest correctly.
Or if you want the whole system — templates, scripts for awkward calls, contract clauses that prevent late payment in the first place — the Getting-Paid Toolkit is £19 and covers everything.
The £7 pack pays for itself the first time you use it.
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