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Polite payment reminder email templates

Copy-and-paste reminder emails and texts for an unpaid invoice, from a friendly nudge to a final demand. Written for UK trades, freelancers and small businesses.

This is a guide, not legal advice. It covers England and Wales. Rules differ in Scotland and Northern Ireland. Check your contract, and take advice from a solicitor if you’re unsure or the amount is large.

Before you send anything

Check the invoice. Is the amount right, is the due date on it, and did it go to the right person? The Small Business Commissioner suggests checking this first, as errors are a common reason for delay.
Put your payment details in every message. Bank name, sort code, account number and the reference to use. Make paying the easy option.
Keep every message. If it ever goes further, a dated trail of polite reminders shows you gave them every chance.

When to send each one

There’s no legal timetable for reminders. This is a common pattern, and it’s the one Overdue Chaser uses by default (you can change it):

When	Message	Tone
A few days before the due date	Heads-up (optional)	Friendly
Day 1 after the due date	Friendly reminder	Assume it’s been missed
Day 7	Second reminder	Clear and direct
Day 14	Final demand	Firm, with a deadline
Day 21	Letter before action	Formal

1. Heads-up before it’s due

Subject: Invoice [number] due on [date]

Hi [name],

Just a quick heads-up that invoice [number] for £[amount] is due on [date]. I've attached a copy in case it's useful.

You can pay by bank transfer to:
[Account name], sort code [00-00-00], account [00000000], reference [invoice number]

Thanks again for the work.

[Your name]
[Business name] · [phone]

2. Friendly reminder (day 1 overdue)

Subject: Friendly reminder: invoice [number]

Hi [name],

Hope you're well. Just a quick note that invoice [number] for £[amount] ([short description of the job]) was due on [date] and still shows as unpaid on my side.

If it's already on its way, thank you, and please ignore this. If not, the bank details are below, and a copy of the invoice is attached.

[Account name], sort code [00-00-00], account [00000000], reference [invoice number]

Many thanks,
[Your name]

3. Second reminder (day 7)

Subject: Invoice [number] is now 7 days overdue

Hi [name],

I'm following up on invoice [number] for £[amount], which was due on [date]. I emailed about it on [date of first reminder] but haven't had a reply.

Could you let me know when it will be paid? If there's a problem with the invoice or the work, please tell me and I'll sort it out.

[Account name], sort code [00-00-00], account [00000000], reference [invoice number]

Thanks,
[Your name]

4. Final demand (day 14)

Only say what you’re actually prepared to do next. If the customer is a business, you may be entitled to statutory interest and fixed compensation on top. Use the second paragraph only for business customers.

Subject: Final reminder: invoice [number], now [number] days overdue

Dear [name],

This is a final reminder that invoice [number] for £[amount], due on [date], is still unpaid, despite my emails of [date] and [date].

[Business customers only:] As this is a debt between two businesses, the Late Payment of Commercial Debts (Interest) Act 1998 entitles us to claim statutory interest at 8% a year above the Bank of England base rate from the day after payment was due, plus fixed compensation of £[40/70/100]. I'm happy not to claim these if the invoice is paid by the date below.

Please pay £[amount] by [date, 7 days from today]. If it isn't paid by then, my next step will be a formal letter before action, which can be followed by a court claim.

If you believe any of this is wrong, please tell me in writing before that date.

Yours sincerely,
[Your name]
[Business name] · [phone]

Short versions for text or WhatsApp

Lots of trades get paid faster by text. Keep it short, polite and specific.

Text – friendly

Hi [name], it's [your name] from [business]. Just a reminder that invoice [number] for £[amount] was due on [date]. Bank details: [sort code] / [account], ref [invoice number]. Thanks!

Text – firmer

Hi [name], invoice [number] for £[amount] is now [number] days overdue. Could you let me know today when it'll be paid? If there's a problem with the job, tell me and I'll come and sort it.

Text – final

Hi [name], invoice [number] for £[amount] is still unpaid after several reminders. Please pay by [date]. If not, I'll send a formal letter before action. I'd rather not, so please get in touch.

Tips that make reminders work

Be specific. Invoice number, amount, due date and what the work was. “Just checking in” is easy to ignore.
Ask a question. “When will it be paid?” gets a reply more often than a statement.
Invite problems early. If they’re unhappy with the job, you want to know now, not at the court stage.
Don’t threaten what you won’t do. Empty threats make the next message weaker.
Offer a payment plan if they’re genuinely struggling, and confirm it in writing.

Let us send these for you

Overdue Chaser sends the friendly, firm and final reminders on schedule and stops the moment you mark the invoice paid. The letter before action only goes once you’ve approved it. 14-day free trial on every plan.

Start a free trial or check an invoice free

Related guides

Letter before action template (UK): the next step if the final demand is ignored.
Customer won’t pay for work done? A step-by-step guide for trades.

Sources: Small Business Commissioner – help with unpaid invoices · GOV.UK – interest on late commercial payments · GOV.UK – debt recovery costs