Skilful DesignersHow to Chase a Late Invoice
Chase on a schedule: a polite reminder before the due date, a firm email on the day it is overdue, a call after a week, then a final letter adding statutory interest and compensation with a deadline. The templates below are ready to copy; fill in the brackets.
Before it is late
The best chase is the one you do not need. Agree payment terms in writing before you start, take a deposit, send the invoice the day the work is delivered, and address it to the person who pays, not just your contact. An invoice with a clear due date and bank details removes every excuse. If you never agreed a payment date, the law treats a business invoice as late 30 days after the client received it or the work was delivered, whichever is later.
A chasing schedule that works
| When | What to send | Tone |
|---|---|---|
| 3 days before due | Friendly reminder | Helpful |
| Day 1 overdue | Overdue notice | Clear |
| Day 7 | Phone call, then confirm in writing | Direct |
| Day 14 | Final reminder with interest and compensation | Firm |
| Day 30 | Letter before action | Formal |
Chasing letter templates
The figures below are a worked example: a £1,200 invoice that is 30 days late, at the statutory rate of 11.75% for invoices that became overdue between 1 July and 31 December 2026. Use the late payment interest calculator for your own amount and dates.
1. Friendly reminder, 3 days before the due date
Subject: Invoice [2026-001] due on [Friday 2 October]
Hi [Sam],
Just a quick note that invoice [2026-001] for £1,200.00 is due on [Friday 2 October]. I’ve attached it again in case it’s useful, with my bank details at the bottom.
Thanks,
[Your name]
2. Overdue notice, the day after the due date
Subject: Invoice [2026-001] is now overdue
Hi [Sam],
Invoice [2026-001] for £1,200.00 was due on [2 October] and I haven’t received payment yet. Could you let me know when it will be paid? If there’s a problem with the invoice, tell me and I’ll sort it out today.
I’ve attached a copy.
Thanks,
[Your name]
3. Final reminder with statutory interest, day 14
Subject: Final reminder: invoice [2026-001], £1,200.00
Dear [Sam],
Invoice [2026-001] for £1,200.00, due on [2 October], is now [14] days overdue.
Under the Late Payment of Commercial Debts (Interest) Act 1998, I am entitled to charge statutory interest at 11.75% a year, which is £0.39 a day on this invoice, and fixed compensation of £70.
Please pay the £1,200.00 by [date, 7 days from today]. If payment is received by then, I will not add the interest and compensation.
Kind regards,
[Your name]
[Business name]
4. Letter before action, day 30
Send this by post, and by email as well if you have it. Keep a copy and proof of sending.
[Your name and business address]
[Date]
[Client name]
[Client business address]
Letter before action: unpaid invoice [2026-001]
Dear [Sam],
You have not paid invoice [2026-001] dated [date] for £1,200.00, which was due on [2 October]. Despite reminders on [dates], it remains unpaid.
The amount now due is:
Invoice: £1,200.00
Statutory interest at 11.75% for 30 days: £11.59
Fixed compensation: £70.00
Total: £1,281.59
Interest continues at £0.39 a day until payment.
Please pay £1,281.59 by [date, 14 days from today] to [account name, sort code, account number], quoting [2026-001].
If I do not receive payment or hear from you with a proposal by that date, I intend to start court proceedings to recover the debt, interest, compensation and court fees without further notice.
Yours sincerely,
[Your name]
If your client is a sole trader or an individual
The Pre-Action Protocol for Debt Claims applies when a business chases an individual, including a sole trader. It does not apply between two limited companies. If it applies, your letter before action must:
- enclose the Protocol’s Information Sheet, Reply Form and Financial Statement (Annexes 1 and 2);
- be sent by post, and may also be sent by email;
- give 30 days to reply instead of 14. If they return the Reply Form, wait at least another 30 days before going to court.
If they still do not pay
- Small claims: in England and Wales, claim online through Money Claim Online. You pay a court fee based on the amount, which you can add to the claim.
- Debt collection agency: they take a percentage, but you can usually claim reasonable recovery costs from the client under the Late Payment Act, on top of the fixed compensation.
- Keep the files: if you have not yet released the final artwork, do not, until the invoice is paid.
Stay professional
Keep every message polite, factual and in writing. Late payment is often a process problem on the client’s side rather than bad faith, and a calm, firm schedule gets you paid without losing a client you may want to keep.
Sources: GOV.UK: Late commercial payments, Pre-Action Protocol for Debt Claims. This is general information, not legal advice.
Frequently asked questions
How long should I wait before chasing an invoice?
Send a friendly reminder a few days before the due date, and chase on the first day it is overdue. Waiting weeks before the first chase signals that late payment is acceptable.
What should a chasing letter for an unpaid invoice say?
The invoice number, date and amount, the original due date, how many days it is overdue, and how to pay. A final chasing letter should also add statutory interest (11.75% a year for invoices that became overdue between 1 July and 31 December 2026) and the fixed compensation of £40, £70 or £100, and give a deadline, usually 14 days for a business client.
Does the Pre-Action Protocol for Debt Claims apply to my client?
Only if your client is an individual, including a sole trader. Then your letter before action must enclose the Information Sheet, Reply Form and Financial Statement from the Protocol, and you must give them 30 days to reply. It does not apply when your client is a limited company.
Can I stop working for a client who has not paid?
If your contract allows you to pause work while invoices are overdue, yes. Even without that clause, you are usually entitled to stop starting new work until earlier invoices are paid. Tell the client in writing.
How do I make a small claim for an unpaid invoice?
In England and Wales, you can claim online through Money Claim Online for debts up to £100,000; claims under £10,000 are handled in the small claims track. Court fees depend on the amount. Send a formal letter before claim first, giving the client a deadline to pay.