Getting paid on time is the biggest pain point in freelancing. After years of chasing invoices across dozens of clients, I built a system that works.
This isn't theory. This is the exact sequence I use.
The 5-email escalation sequence
Email 1: The friendly nudge (Day 1 overdue)
Subject: Invoice #[NUMBER] — payment update?
Hi [NAME],
Just a quick one — invoice #[NUMBER] for £[AMOUNT] was due on [DATE].
Wanted to check everything's on track for payment?
No rush on replying if it's already in process.
Cheers,
[YOUR NAME]
Why it works: Low pressure. Assumes good faith. Doesn't trigger defensiveness.
Email 2: The specific ask (Day 7)
Subject: Re: Invoice #[NUMBER] — following up
Hi [NAME],
Following up on invoice #[NUMBER] (£[AMOUNT], due [DATE]).
Could you confirm when payment will be processed?
A specific date helps me plan my cash flow.
Happy to resend the invoice if needed.
Thanks,
[YOUR NAME]
Why it works: Asks for a specific commitment. The cash flow mention subtly reminds them this is your income, not a corporate expense they can deprioritise.
Email 3: The firm follow-up (Day 14)
Subject: Invoice #[NUMBER] — now 14 days overdue
Hi [NAME],
Invoice #[NUMBER] for £[AMOUNT] is now 14 days past due.
I'd appreciate confirmation of payment within the next 5 business days.
If there's a problem with the invoice, please let me know so we can resolve it.
Thanks,
[YOUR NAME]
Why it works: Sets a deadline. Professional but unmistakably serious.
Email 4: The formal notice (Day 21)
Subject: Overdue payment — Invoice #[NUMBER] (£[AMOUNT])
Dear [NAME],
Despite previous reminders, invoice #[NUMBER] for £[AMOUNT] remains unpaid,
now 21 days past the agreed payment terms.
Please arrange payment within 7 days.
For your reference, under the Late Payment of Commercial Debts (Interest) Act 1998,
I am entitled to charge statutory interest of 8% plus the Bank of England base rate,
and a fixed compensation amount.
I'd prefer to resolve this without formal measures.
Regards,
[YOUR NAME]
Why it works: Legal reference (without threatening). Most invoices get paid at this stage because the client realises you know your rights.
Email 5: Final demand (Day 30)
Subject: Final notice before formal action — Invoice #[NUMBER]
Dear [NAME],
This is a final notice regarding invoice #[NUMBER] for £[AMOUNT],
now 30 days overdue.
If payment is not received within 14 calendar days of this email,
I will begin formal recovery proceedings.
This may include:
- Filing a claim through the small claims court
- Reporting to credit reference agencies
- Adding statutory interest and compensation to the outstanding amount
Please confirm payment arrangements by [DATE + 14 days].
Regards,
[YOUR NAME]
Why it works: Clear, final, and leaves no ambiguity about next steps.
Key principles
- Always escalate in writing. Email creates a paper trail. Phone calls don't.
- Be consistent. Send each email on schedule. Gaps signal you'll give up.
- Never apologise for chasing. You did the work. Payment is owed.
- Reference the law. Most clients don't know you can charge interest. Mentioning it changes the dynamic.
- Follow through. If you say you'll take action, do it. Small claims court costs £35-£455 and you don't need a solicitor.
The numbers
Since using this sequence:
- 87% of invoices get paid by Email 3
- 95% by Email 4
- I've never had to file an actual court claim (Email 5 always works)
Tools I built
I got tired of rewriting these emails every time, so I built some free tools:
- Payment Reminder Generator — generates chase emails at the right tone for your situation
- Late Payment Interest Calculator — calculates exactly what you're owed in statutory interest
- Should I Chase This Invoice? — helps you decide whether it's worth pursuing
All free, no signup.
If you want the full pack of 12 templates (including partial payment, client ghosting, and payment plan negotiation), I put together the Invoice Email Template Pack — £7.
What's your invoice chasing strategy? Curious how others handle it.
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