Templates

5 invoice chasing email templates that actually get paid (UK)

Most people freeze when it comes to chasing an invoice. What do you say? How firm is too firm? Here are five templates you can copy, customise, and send today. Each one is designed for a specific stage of the chasing process.

For a full explanation of when and why to use each stage, read our complete guide on how to chase a late invoice in the UK. If you want to understand your legal rights, see our guide to the Late Payment of Commercial Debts Act.

Template 1: Gentle reminder

When to send: 1 to 3 days after the payment due date. This is the "benefit of the doubt" email. It assumes the client simply missed or forgot the invoice.

Template 1 of 5

Send 1-3 days after due date

Subject: Quick reminder: Invoice [number] is now due Hi [name], Hope you are well. Just a quick note to let you know that invoice [number] for £[amount] was due on [date]. I have attached a copy for your reference. If this has already been processed, please disregard this email. Happy to answer any questions. Best, [your name]

Why it works: It is short, assumes good faith, and re-attaches the invoice so the recipient can act immediately without searching their inbox.

Template 2: Follow-up

When to send: 7 to 10 days after the due date. The first email either was not seen or was deprioritised. This one asks for a specific commitment.

Template 2 of 5

Send 7-10 days after due date

Subject: Following up: Invoice [number] for £[amount] Hi [name], I wanted to follow up on invoice [number] for £[amount], which was due on [date]. I sent a reminder a few days ago but have not heard back. Could you let me know when I can expect payment, or if there is anything holding it up on your end? Happy to sort out any issues with the invoice itself. Thanks, [your name]

Why it works: It references the previous email (establishing a pattern), asks a direct question, and opens the door for the client to flag problems without losing face.

Template 3: Firm notice

When to send: 14 to 21 days after the due date. Two emails have gone unanswered. The tone shifts from friendly to businesslike. This is where you introduce your legal rights.

Template 3 of 5

Send 14-21 days after due date

Subject: Overdue: Invoice [number] requires your attention Hi [name], Invoice [number] for £[amount] is now [X] days overdue. I have followed up twice previously and have not yet received a response. I wanted to make you aware that under the Late Payment of Commercial Debts (Interest) Act 1998, I have the right to charge statutory interest of 8% plus the Bank of England base rate on this outstanding balance, as well as fixed compensation of £[40/70/100]. I would prefer to resolve this without any of that. Could you please confirm a payment date? Thanks, [your name]

Why it works: Referencing the Act is factual, not aggressive. It shows you know your rights and are tracking the situation. The closing line ("I would prefer to resolve this without any of that") keeps the door open.

Template 4: Final warning

When to send: 30+ days after the due date. This is your last communication before formal action. Be clear about what happens next.

Template 4 of 5

Send 30+ days after due date

Subject: Final notice: Invoice [number] — £[amount] Hi [name], This is a final notice regarding invoice [number] for £[amount], outstanding since [due date]. I have now followed up three times without a response. If I do not receive payment or a confirmed payment plan within 7 days, I will need to take the next step. This may include charging statutory interest, referring the debt to a recovery service, or filing a claim through the Small Claims Court. I do not want to take that route. If you are experiencing difficulties, please let me know and we can discuss options. [your name]

Why it works: It sets a hard deadline (7 days), lists specific consequences, and still offers a way out. This combination of firmness and empathy is what gets results at this stage.

Template 5: Post-deadline escalation

When to send: After your 7-day final warning deadline has passed with no response. This is the formal "letter before action" equivalent by email.

Template 5 of 5

Send after final warning deadline has passed

Subject: Formal notice of debt recovery: Invoice [number] Dear [name], I am writing to formally notify you that invoice [number] for £[amount], due on [due date], remains unpaid despite four previous communications. I am now exercising my rights under the Late Payment of Commercial Debts (Interest) Act 1998 to add statutory interest at 8% plus the Bank of England base rate (£[interest amount] to date) and fixed compensation of £[40/70/100]. The total now owed is £[total]. If payment is not received within 14 days of this notice, I will proceed with formal debt recovery, which may include a County Court claim. This will appear on your company's credit record. [your name] [your business name] [your business address]

Why it works: This is not a chasing email anymore. It is a formal demand. The inclusion of your full business details, the specific legal reference, and the mention of credit records signals that you are serious and prepared to follow through.

Tips for all five stages

Always re-attach the invoice. Do not make them search for it. Reducing friction is the fastest way to get paid.

Send from your regular email. Chasing emails sent from "accounts@" or a separate system feel impersonal. An email from the person who did the work carries more weight.

Keep records of every email. If you ever need to go to court, your paper trail is your strongest evidence.

Do not apologise. "Sorry to bother you" undermines your position. You did the work. You have a right to be paid. Be polite, but never apologetic.

Use our statutory interest calculator to work out the exact interest and compensation figures for Templates 3, 4, and 5.

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Last updated: April 2026