When to Send Reminders

Chasing late payments is uncomfortable, but it's a necessary part of running a freelance business. The good news: most late payments aren't deliberate. Clients are busy, emails get buried, and invoices slip through the cracks.

A clear, professional reminder solves most overdue invoice situations. Here's a typical escalation schedule:

  • Day 1 (payment due) – No action needed yet; give them the day
  • Day 3 – Send a gentle reminder (assume they forgot)
  • Day 7 – Send a firmer reminder (express concern)
  • Day 14+ – Send a final notice (state consequences)
  • Day 30+ – Consider phone calls, formal letters, or debt recovery

Below are templates for each stage. Replace the text in [square brackets] with your specific details.

Template 1: Gentle First Reminder (3 Days Overdue)

This assumes the client simply forgot or the email got lost. Keep the tone friendly and give them the benefit of the doubt.

📧 Copyable Template

Subject: Friendly Reminder: Invoice [NUMBER] Due

Hi [CLIENT NAME],

I hope you're having a good week. I wanted to quickly follow up on invoice [NUMBER] for £[AMOUNT], which was due on [DATE].

In case it slipped past, I've attached a copy of the invoice for your reference.

Payment details:
• Account name: [YOUR ACCOUNT NAME]
• Sort code: [XX-XX-XX]
• Account number: [XXXXXXXX]
• Reference: [INVOICE NUMBER]
• Amount due: £[AMOUNT]

If you've already processed the payment, please disregard this email—and thank you!

Let me know if you have any questions or if there's anything I can help with.

Best regards,
[YOUR NAME]
[YOUR BUSINESS NAME]
[YOUR PHONE NUMBER]

Why This Works

  • Assumes positive intent (they forgot, not avoided)
  • Provides all payment details again (makes it easy to act)
  • Acknowledges they may have already paid (avoids embarrassment)
  • Opens dialogue if there's an issue

Template 2: Firmer Reminder (7 Days Overdue)

If the first reminder didn't get a response, it's time to be more direct. This email expresses concern while remaining professional.

📧 Copyable Template

Subject: Second Notice: Invoice [NUMBER] Now 7 Days Overdue

Hi [CLIENT NAME],

I'm following up on invoice [NUMBER] for £[AMOUNT], which is now 7 days overdue. The original due date was [DATE].

I sent a reminder on [DATE OF FIRST REMINDER] but haven't received a response. If there's any issue with the invoice or if you need to discuss a payment plan, please let me know—I'm happy to work with you.

However, I do need to resolve this soon as cash flow is important for my business.

Payment details:
• Account name: [YOUR ACCOUNT NAME]
• Sort code: [XX-XX-XX]
• Account number: [XXXXXXXX]
• Reference: [INVOICE NUMBER]
• Amount due: £[AMOUNT]

Please arrange payment or contact me by [DATE - e.g., 3 days from now] so we can resolve this.

Thank you,
[YOUR NAME]
[YOUR BUSINESS NAME]
[YOUR PHONE NUMBER]

Why This Works

  • References previous reminder (establishes timeline)
  • Opens door for conversation (if they're having difficulties)
  • Explains why it matters (cash flow)
  • Sets a clear deadline for response

Template 3: Final Notice (14+ Days Overdue)

At this stage, the friendly approach hasn't worked. This email is direct about consequences while keeping the door open for resolution.

📧 Copyable Template

Subject: URGENT: Final Notice - Invoice [NUMBER] 14 Days Overdue

Dear [CLIENT NAME],

This is my third and final notice regarding invoice [NUMBER] for £[AMOUNT]. This invoice was due on [ORIGINAL DUE DATE] and is now 14 days overdue.

I have sent two previous reminders on [DATE 1] and [DATE 2] without receiving payment or a response.

I understand that circumstances can sometimes make payments difficult. If this is the case, please contact me immediately so we can discuss options. However, I cannot continue to wait indefinitely for payment.

If payment is not received by [DATE - 7 days from now], I will regrettably need to:
• Cease any ongoing work
• Consider this a breach of our agreement
• Begin formal debt recovery proceedings
• [If applicable: Charge late payment interest as per our contract]

Invoice summary:
• Invoice number: [NUMBER]
• Original due date: [DATE]
• Amount due: £[AMOUNT]
• Days overdue: [NUMBER]

Payment details:
• Account name: [YOUR ACCOUNT NAME]
• Sort code: [XX-XX-XX]
• Account number: [XXXXXXXX]
• Reference: [INVOICE NUMBER]

I would prefer to resolve this matter directly between us. Please contact me as soon as possible.

Regards,
[YOUR NAME]
[YOUR BUSINESS NAME]
[YOUR PHONE NUMBER]

Why This Works

  • Makes clear this is the final notice
  • Documents the escalation history
  • Still offers a conversation if needed
  • Clearly states consequences
  • Sets a firm deadline
  • Maintains professional tone despite escalation

Tips for Effective Reminders

Follow these best practices to maximise your success with payment reminders:

Be Consistent

Send reminders at regular intervals. Clients will learn that you follow up reliably, which encourages timely payment in future.

Stay Professional

Never send angry emails, even when frustrated. Aggressive tone rarely gets payments faster and damages relationships. You may want to work with this client again.

Make Payment Easy

Include full payment details in every reminder. The easier you make it to pay, the more likely payment will happen.

Keep Records

Document every reminder sent with dates. This paper trail is important if formal debt recovery becomes necessary.

Consider a Phone Call

After the second reminder, a brief phone call can be more effective than more emails. Sometimes clients respond better to direct conversation.

Automate Where Possible

Sending manual reminders is tedious. Invoicing software like FreelancerHub can send automatic payment reminders on schedule, so you never have to write these uncomfortable emails yourself.

Know Your Rights

In the UK, you have legal rights regarding late payment. You can charge statutory interest (8% plus the Bank of England base rate) and debt recovery costs on overdue B2B invoices. Mentioning this in your contract and final notices adds weight to your reminders.

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