How to chase an unpaid invoice (with UK email templates)

Before you chase: rule out the admin problems

Many "late" invoices are stuck rather than ignored. Before sending a reminder, check:

• Did it go to the right person or accounts address? Agencies often have a dedicated invoices mailbox.
• Does it match the approved timesheet, purchase order or quote exactly?
• Is the customer's legal name correct, and does the invoice include any reference they asked for?
• Was the due date actually agreed? If not, UK law treats business payments as late 30 days after the invoice or the service, whichever is later.

A chasing timeline that works

Keep a note of each contact (date, who, what was said). If it ever goes further, that record matters.

Template 1: first reminder (1 day overdue)

Subject: Invoice 00057 – payment reminder

Hi [Name],

I hope you're well. Just a quick reminder that invoice 00057 for £[amount],
covering [week/period], was due on [date]. I've attached a copy in case
it got lost.

Could you let me know when I can expect payment? If there's anything
you need from me, such as a reference or timesheet, just say.

Thanks,
[Your name]
[Phone]

Template 2: second reminder (7 days overdue)

Subject: Invoice 00057 – now 7 days overdue

Hi [Name],

I haven't yet received payment for invoice 00057 (£[amount], due [date]).
I've attached it again, with the approved timesheet.

Please could you confirm the payment date, or let me know if there's a
problem with the invoice so I can sort it out today.

Bank details: [Account name], sort code [00-00-00], account [12345678].

Thanks,
[Your name]

Follow this one with a phone call. A two-minute call to accounts often finds the real problem: a missing purchase order, a supplier set-up form, or simply the wrong inbox.

Template 3: final reminder (14–21 days overdue)

Subject: Final reminder – invoice 00057 (£[amount]) overdue

Dear [Name],

Invoice 00057 for £[amount] was due on [date] and remains unpaid despite
my reminders on [dates].

Please arrange payment within 7 days. If payment isn't received by
[date], I may claim statutory interest and fixed compensation under the
Late Payment of Commercial Debts (Interest) Act 1998.

If there's a dispute about the invoice, please tell me now so we can
resolve it.

Regards,
[Your name]

Template 4: letter before action

If the final reminder is ignored, a formal "letter before action" (sometimes called a letter before claim) is the usual last step before considering court. It should state the amount owed, how it's made up (invoice, plus any statutory interest and compensation you're claiming), the deadline for payment, and that you may start court proceedings without further notice if you're not paid. For individuals and sole traders there are pre-action expectations, so read GOV.UK's guidance on making a court claim for money first, or take advice.

Adding interest and compensation

For business debts you can claim statutory interest (8% plus the Bank of England base rate) and fixed compensation of £40, £70 or £100 depending on the size of the debt. Our payment terms and late payment guide explains the maths with a worked example.

Tips that improve your chances

• Be specific. Always quote the invoice number, amount, period and due date.
• Make it easy. Attach the invoice and repeat your bank details.
• Ask a direct question. "When will this be paid?" gets an answer; "just checking in" often doesn't.
• Stay professional. You may want to work with them again, and your emails could be read by a judge.
• Stop work if needed. If your contract allows, pausing further work until arrears are paid can be effective, but check your contract first.
• Track it. Know what's overdue at a glance so nothing slips.

Special case: agencies

With agencies, delays usually come from unapproved timesheets. Chase the timesheet approval with the end client (politely) and the payment with the agency's payroll or contractor-care team. Quote your worker or placement ID as well as the invoice number.