Late Payment Email Templates UK — Free & Ready to Send
Copy-paste overdue invoice email templates for UK freelancers and small businesses. Written to get results — not just to tick a box. Each template is calibrated for a different stage of the chase, from a gentle nudge to a final demand before legal action.
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Why the wording of your chase email matters
Most freelancers send the same email twice and give up. Tone, timing, and specificity all affect whether you get paid — and professional credit controllers follow a consistent escalation sequence for exactly this reason. A polite first reminder builds goodwill. A firm second notice signals you're serious. A final demand with a statutory interest calculation changes the financial calculus for the debtor.
The templates below follow the escalation sequence used by UK credit controllers and debt recovery professionals. Use them in order, spacing them 7–14 days apart.
Template 1 — Polite reminder (day 1–7 overdue)
Send this as soon as an invoice passes its due date. Keep it short, assume good faith, and make it easy for them to pay.
Hi [Client name],
I hope you're well. I'm just following up on Invoice [INV-NUMBER] for £[AMOUNT], which was due on [DUE DATE].
I wanted to check in in case it got missed or if there are any questions about the work — happy to clarify anything.
If you're able to arrange payment this week, my bank details are below:
[BANK DETAILS]
Please let me know if you need anything from my end.
Many thanks,
[Your name]
Template 2 — Firm follow-up (day 14–21 overdue)
If the polite reminder gets no response or a vague "I'll sort it" with no payment, escalate the tone. Be direct about the amount and the date you need payment by.
Hi [Client name],
I'm following up again on Invoice [INV-NUMBER] for £[AMOUNT], now [X] days overdue.
I sent a reminder on [DATE OF FIRST REMINDER] and haven't received payment or a response. I'd appreciate it if you could arrange payment by [DATE — 7 days from now] to avoid further action.
If there is a query or dispute about this invoice, please let me know immediately so we can resolve it.
Bank details:
[BANK DETAILS]
Please treat this as a matter of urgency.
Regards,
[Your name]
[Your company]
Template 3 — Final demand (day 28–35 overdue)
This is the last email before you escalate to a Letter Before Action (LBA). Reference statutory interest — under the Late Payment of Commercial Debts (Interest) Act 1998, you are legally entitled to charge 8% above the Bank of England base rate on overdue B2B debts.
Dear [Client name],
This is a final notice regarding Invoice [INV-NUMBER] for £[AMOUNT], now [X] days overdue.
Despite previous reminders on [DATE 1] and [DATE 2], this invoice remains unpaid. I am now formally notifying you that if payment is not received in full by [DATE — 7 days from now], I will:
1. Add statutory interest at 12.25% per annum (8% + Bank of England base rate) under the Late Payment of Commercial Debts (Interest) Act 1998. Interest accrued to date: £[INTEREST AMOUNT].
2. Issue a formal Letter Before Action under the Pre-Action Protocol for Debt Claims, giving you 14 days to respond before I commence proceedings in the County Court.
A County Court Judgment (CCJ) may affect your credit rating.
To avoid this, please arrange payment of £[AMOUNT] to:
[BANK DETAILS]
If you believe there is a dispute with this invoice, you must notify me in writing immediately.
Yours sincerely,
[Your name]
[Your company]
[Your address]
Template 4 — Short WhatsApp / SMS chase
Sometimes a quick message on WhatsApp gets a faster response than email, especially for smaller amounts or clients you know personally.
WhatsApp / SMS Short message — any stage
Hi [Name], just following up on Invoice [INV-NUMBER] for £[AMOUNT] — now [X] days overdue. Can you let me know when payment will be made? Happy to answer any questions. Thanks, [Your name]
When to send each email
Day 0 (due date passed): Send Template 1 — polite reminder
Day 7–10 (no response): Follow up with a short "just checking in" message
Day 14–21: Send Template 2 — firm notice with a payment deadline
Day 28–35: Send Template 3 — final demand with statutory interest notice
Always include a payment link. The fewer steps between the email and paying, the better. Stripe, PayPal, or even a bank transfer QR code reduces friction.
Call after a firm email. A 30-second phone call after your second email converts significantly better than another email. Use Invoice Chaser's call script generator to prepare.
Cc the accounts department. If you know the email address of accounts payable, add them to the firm and final emails. The decision-maker often hasn't even seen the invoice.
Be specific about what you'll do next. "I'll have to take further action" is vague. "I will issue a Letter Before Action on Friday" gives them a concrete deadline to act on.
Track whether they've read your email. Invoice Chaser's payment link tracking shows you the exact moment a client clicks your payment link — useful evidence that they've seen it.
UK late payment law — your rights
Under the Late Payment of Commercial Debts (Interest) Act 1998, UK businesses can charge the following on B2B invoices (does not apply to consumer debts):
Statutory interest at 8% + Bank of England base rate on overdue B2B invoices. The rate shown in Template 3 (12.25%/year) was correct as of early 2025 — check the current base rate before including this figure in formal correspondence
Debt recovery costs: £40 for debts up to £999.99, £70 for £1,000–£9,999.99, £100 for £10,000+ (B2B only)
Reasonable legal costs if the debt goes to court
These rights apply automatically — you don't need to have stated them in your contract. You can add statutory interest to your final demand and LBA letter.
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