You sent the invoice. The due date has passed. Nothing. Most late payments aren't deliberate — they're overlooked, buried in someone's inbox, or stuck waiting on an internal approval. A professional, well-timed follow-up is usually all it takes. Here's exactly what to say, when to say it, and what to do if the polite approach stops working.
Before You Follow Up: Check the Basics
Before sending a chaser, confirm:
The invoice was sent to the right person — not just whoever you dealt with on the job, but their accounts or billing contact
The due date has actually passed — not just that it feels like it has
The invoice had a due date on it — if it didn't, the client has no clear obligation to pay by any particular time
Payment hasn't already been made and missed — check your bank account first
A surprising number of late invoices come down to one of these. Once you're sure the invoice is genuinely overdue, follow up.
The Follow-Up Timeline
2–3 days before the due date: a gentle reminder
A short, friendly reminder before the due date lands often prevents the invoice from becoming overdue at all. It's not chasing — it's a courtesy flag.
"Hi [Name], just a quick note to flag that invoice INV-042 for $[amount] is due on [date]. Please let me know if you need anything from my end to process it. Thanks, [Your name]"
1–2 days after the due date: first follow-up
Keep it polite. Assume oversight, not bad intent — because most of the time, that's what it is.
"Hi [Name], I wanted to follow up on invoice INV-042 for $[amount], which was due on [date]. I haven't received payment yet — could you let me know when I can expect it? Happy to resend the invoice if that would help. Thanks, [Your name]"
7 days overdue: second follow-up
Slightly more direct. Reference the specific amount and due date again.
"Hi [Name], I'm following up again on invoice INV-042 for $[amount], now [X] days overdue. Could you please confirm when this will be paid, or let me know if there's anything preventing payment? I'd like to get this resolved quickly. Thanks, [Your name]"
14+ days overdue: formal notice
At this point, shift from email to a more formal approach. State the amount, the original due date, any late payment fees that apply, and a clear deadline for payment before further action.
"Dear [Name], This is a formal notice that invoice INV-042 for $[amount], originally due on [date], remains unpaid. Under the payment terms agreed at the time of the work, a late payment fee of [X]% per month applies to overdue balances. Please arrange payment of $[total including fee] by [new deadline date] to avoid further escalation. [Your name]"
How to Apply a Late Payment Fee
You can only charge a late fee if you stated it in your original invoice or quote. You can't add one retroactively. If your terms include a late payment clause — something like "invoices unpaid after 30 days are subject to a 2% monthly interest charge" — you're entitled to apply it.
To calculate it: multiply the outstanding amount by your monthly rate. On a $1,000 invoice at 2% per month, that's $20 per month it remains unpaid.
In practice, most clients pay once a late fee is mentioned — few want to argue over it. The fee matters less as a revenue source than as a lever that makes payment happen.
When Polite Stops Working
If the invoice is 30+ days overdue and the client has stopped responding, you have a few options:
Debt collection agency
A commercial debt collector will chase the invoice on your behalf in exchange for a percentage of what's recovered — typically 10–25%. It removes the admin burden but costs you a portion of what you're owed.
Small claims court
For amounts under the small claims threshold (£10,000 in England and Wales, varies by country), you can file a claim without a lawyer. It's straightforward, relatively cheap, and clients who receive a court claim tend to pay quickly. You'll need your invoice, any written agreement or quote, and records of your follow-up attempts.
Letter before action
Before filing a claim, send a formal letter before action — a written notice stating that you intend to take legal proceedings if payment isn't received within a set period (typically 7–14 days). In many jurisdictions, this is a required step before you can file a court claim, and it often prompts payment without needing to go further.
How to Reduce Late Payments in the First Place
The best time to prevent a late payment is before you start the job:
Take a deposit. Clients who've paid something upfront have skin in the game.
Set short payment terms. Net 14 gets paid faster than Net 30, on average.
Make payment easy. Include a payment link directly on the invoice — the fewer steps, the faster payment happens.
Invoice immediately. The day the job is done, not next week when you get around to it.
Send automatic reminders. Tools like Clervo can send payment reminders automatically before and after the due date — so you're not manually tracking every invoice.
Most late payers aren't trying to avoid you. They're busy, disorganised, or waiting on their own internal processes. A timely, professional reminder is usually enough. The clients who genuinely won't pay are a small minority — and a paper trail makes them much easier to deal with.