Chasing late invoices is awkward, but a clear process gets you paid and protects the relationship. Here are five templates you can copy and adapt. They are general suggestions rather than legal advice.
1. A friendly reminder before the due date
Send this a day or two before the invoice is due.
Subject: Invoice [number] due on [date]
Hi [name],
A quick reminder that invoice [number] for £[amount] is due on [date]. You can pay by [bank transfer details]. Please let me know if you need anything from me.
Thanks,
[your name]
2. On the due date or just after
Subject: Invoice [number] now due
Hi [name],
Invoice [number] for £[amount] was due on [date]. I have not seen the payment yet. Could you let me know when I can expect it? A copy of the invoice is attached.
Thanks,
[your name]
3. Seven days late
Subject: Overdue: invoice [number]
Hi [name],
Invoice [number] for £[amount] is now seven days overdue. Please arrange payment by [date], or tell me if there is a problem with the invoice so we can sort it out.
Regards,
[your name]
4. A firm notice at two weeks
Subject: Second notice: invoice [number] overdue
Dear [name],
Invoice [number] for £[amount], due on [date], remains unpaid. Under our agreed payment terms, payment was due within [X] days. Please pay in full by [date]. If I do not receive payment by then, I will be entitled to claim statutory interest and fixed compensation for late payment.
Regards,
[your name]
5. Final notice before further action
Subject: Final notice: invoice [number]
Dear [name],
Despite previous reminders, invoice [number] for £[amount] is still unpaid. Unless I receive full payment, including statutory interest and compensation, by [date], I will consider further action to recover the debt. Please contact me immediately if you wish to discuss this.
Regards,
[your name]
Your rights on late business payments
For business-to-business debts you can claim statutory interest at 8% above the Bank of England base rate, plus fixed compensation of £40 for debts under £1,000, £70 for £1,000 to £9,999.99 and £100 for £10,000 or more. These rights apply between businesses, not to consumers, and different terms can apply if a contract sets its own late-payment rules. Check GOV.UK.
Tips that make these emails work
- Send them to the person who approves payment, not just your day-to-day contact.
- Always attach the invoice again.
- Quote the invoice number, amount and due date.
- Keep the tone factual and calm.
- Keep a record of every email and phone call.
For more, read nine ways to get paid faster and the complete invoicing guide.
How AvrioBooks helps
The aged receivables report shows which invoices are overdue and by how much, and payment reminders can be sent from the Sales menu. See invoicing software.
Frequently asked questions
How long should I wait before chasing a late invoice?
Send a friendly reminder before the due date, and follow up the day it falls due and again at seven and fourteen days.
Can I charge interest on a late invoice?
For business-to-business debts you can claim statutory interest at 8% above the Bank of England base rate, plus fixed compensation of £40, £70 or £100.
Who should I send the reminder to?
The person who approves payments, such as the accounts payable contact, as well as your day-to-day contact.
Does AvrioBooks show overdue invoices?
Yes. The dashboard and the aged receivables report show what is overdue, and payment reminders are available in the Sales menu.
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