How to chase a late invoice in the UK (without damaging the relationship)

Why chasing feels so uncomfortable

There is a reason most people would rather absorb the loss than send the email. Chasing an invoice feels like you are being difficult. It feels like you are putting the relationship at risk over money. It feels, frankly, a bit desperate.

But here is the thing: the vast majority of late payments are not malicious. They are the result of busy inboxes, disorganised accounts payable teams, forgotten approvals, and invoices sitting in someone else's queue. Your client probably does not know the invoice is overdue. Reminding them is not rude. It is professional.

The key is tone. A well-written chase email protects your cash flow and your reputation at the same time. Here is how to do it at every stage.

Stage 1: The friendly reminder

When to send: 1 to 3 days after the due date.

This is a nudge, not a demand. Assume they have simply forgotten or missed the invoice. Keep it warm, brief, and helpful. Attach the original invoice again so they do not have to go looking for it.

This email works because it gives the recipient an easy out ("if this has already been processed") and does not assign blame. Most invoices get paid after this single email.

Stage 2: The follow-up

When to send: 7 to 10 days after the due date.

The first email did not land, or it landed and got buried. This is a slightly firmer version. Still polite, but it signals that you are tracking this and expect a response.

Notice the shift: you are now asking for a specific action ("let me know when I can expect payment"). This is important. Vague emails get vague responses.

Stage 3: The firm notice

When to send: 14 to 21 days after the due date.

If two emails have gone unanswered, it is time to change tone. You are no longer reminding. You are notifying. This is where you can mention your rights under the Late Payment of Commercial Debts Act, including statutory interest and fixed compensation.

Mentioning the Act is not aggressive. It is factual. You have a legal right, and naming it signals that you take this seriously. Most experienced business owners know about statutory interest even if they hope you do not.

Stage 4: The final warning

When to send: 30+ days after the due date.

This is your last email before escalation. Be direct. State what you will do next if payment is not received. Options include passing the debt to a collections agency, filing a claim through the Small Claims Court, or instructing a solicitor.

Always leave the door open for conversation. Sometimes a client is going through a cash flow crisis of their own and a short payment plan is better than a protracted legal process.

When to involve a solicitor

If your final warning goes unanswered, you have several options:

Small Claims Court. For debts under £10,000 in England and Wales, you can file a claim online through Money Claims Online (MCOL). The fee is modest and you do not need a solicitor. Most claims settle before they reach a hearing.

Letter before action. A solicitor's letter is sometimes enough to unlock payment. The cost is typically £100 to £300 and the formality can cut through months of silence.

Debt recovery agency. If the amount is large enough to justify it, a collections agency handles the chasing for you. They typically take a percentage of the recovered amount.

For more on your legal rights, read our guide to the Late Payment of Commercial Debts Act.

How the Late Payment Act protects you

The Late Payment of Commercial Debts (Interest) Act 1998 gives every UK business the right to charge interest on overdue B2B invoices at 8% plus the Bank of England base rate. You can also claim fixed compensation: £40 for debts under £1,000, £70 for debts between £1,000 and £9,999, and £100 for debts of £10,000 or more.

You do not need to include this in your contract. The right is automatic. Use our statutory interest calculator to see exactly what you are owed.

Tips for keeping the relationship safe

Separate the person from the invoice. Your contact may not be the person responsible for paying. Copy in accounts payable if you can.

Never apologise for asking. Phrases like "sorry to bother you" undermine your position. You did the work. You deserve to be paid. A polite, confident tone does more for the relationship than an apologetic one.

Keep records of everything. Every email, every phone call, every promise to pay. If you do end up in court, a paper trail is worth its weight in gold.

Chase early. The longer you leave it, the harder it gets and the less likely you are to be paid. A prompt, friendly reminder on day one is always better than a desperate final warning on day 60.