How to Chase an Invoice: A Polite Guide for UK Freelancers
Late payments are the bane of freelance life. The good news: UK law is firmly on your side. Here's how to chase an invoice professionally, in order of escalation.
Step 1: Check It's Actually Overdue
Before you send anything, double-check:
- Is today past the payment due date on your invoice?
- Did the client receive the invoice? (Emails get lost — check your sent folder.)
- Did you send it to the right person? Finance departments often need invoices addressed differently from your day-to-day contact.
If it's within the payment terms, wait. If it's overdue, proceed.
Step 2: Send a Friendly Reminder
Most late payments aren't malicious — they're the result of someone's inbox being buried or their own cash flow problems. A polite nudge usually works.
Email template — first reminder (1–3 days overdue):
Subject: Invoice INV-001 — Friendly Reminder
Hi [Name],
I hope you're well. Just a quick reminder that invoice INV-001 for £[amount] was due on [date]. Could you let me know when I can expect payment, or if there's anything you need from me to process it?
I've attached the invoice again for reference.
Thanks, [Your name]
Keep it light. No accusatory language. Give them a way out ("if there's anything you need from me").
Step 3: Follow Up More Firmly (7–14 days overdue)
If you haven't heard back after a week, it's time to be clearer.
Email template — second chase:
Subject: Invoice INV-001 — Payment Overdue
Hi [Name],
I'm following up on invoice INV-001 for £[amount], which was due on [date] — it's now [X] days overdue.
Please could you confirm a payment date? I'd like to resolve this without escalation.
If there's a query on the invoice, please let me know and I'll address it immediately.
Thanks, [Your name]
Now you're stating facts: the amount, the due date, how overdue it is. You're also signalling that escalation is possible, without explicitly threatening anything yet.
Step 4: Invoice with Statutory Interest (30+ days overdue)
Under the Late Payment of Commercial Debts (Interest) Act 1998, you have the legal right to charge:
- 8% above the Bank of England base rate interest on overdue B2B invoices
- A debt recovery charge of £40–£100 depending on the debt size
This applies automatically for B2B transactions — you don't need to have mentioned it in your contract.
Email template — formal notice:
Subject: Formal Notice: Invoice INV-001 Overdue — Statutory Interest Now Applies
Dear [Name],
Invoice INV-001 for £[amount] is now [X] days overdue despite previous reminders.
Under the Late Payment of Commercial Debts (Interest) Act 1998, I am entitled to claim statutory interest at 8% above the Bank of England base rate from the due date, plus a debt recovery charge of £[40/70/100].
I require payment of the original amount (£[X]) plus accrued interest and charges within 7 days, failing which I will take further action to recover the debt.
Please confirm receipt of this notice.
[Your name]
This is a significant escalation. Use it when you're serious.
Step 5: Final Options If They Still Don't Pay
Small Claims Court (England & Wales) — For debts up to £10,000, you can use MCOL (Money Claim Online) at gov.uk. It costs between £35–£455 depending on the amount. Winning is straightforward if you have a clear paper trail (invoices, emails, evidence of the work).
Statutory Demand — For debts over £750 from a registered company. Failing to respond to a statutory demand within 21 days can trigger insolvency proceedings. This tends to focus minds very quickly.
Debt collection agency — Some will work on a "no win, no fee" basis, taking a percentage of the recovered debt. Worth exploring for larger amounts.
Keep a Paper Trail From the Start
The easiest way to handle late payments is to set yourself up for success from day one:
- Always send invoices by email so there's a timestamp
- Include your payment terms clearly on every invoice
- Use invoice numbers consistently
- Follow up in the same email thread
Tools That Help
Billdrop lets you track payment status (outstanding, paid, overdue) and set up automated reminders — so you never have to manually chase late payers again.