How to chase an unpaid invoice politely
Chase an unpaid invoice politely by checking it reached the right person, sending a friendly reminder on the due date, then firmer follow-ups about 7 and 14 days late, each naming the invoice number, amount and how to pay. If that does not work, call them, then send a final notice with a clear deadline.
Last checked
What are the steps to chase an unpaid invoice?
- A few days before the due date: send a short, friendly note with the invoice link. It catches wrong email addresses and missing purchase order numbers early.
- On the due date: remind them the invoice is due today, with the amount, invoice number and how to pay.
- About 7 days late: ask if anything is holding the payment up and when you can expect it.
- About 14 days late: be firmer. State the amount overdue and ask for a payment date.
- After two reminders with no reply: pick up the phone. A quick call to whoever pays the bills often sorts it out faster than more emails.
- Final notice: give a clear deadline and say what you will do next, for example pause further work or start a small claim. Only say it if you will do it.
See also: Payment reminder email templates
How do payment terms and last steps differ in the UK and US?
Payment terms
- UK
- Agree terms before you start (for example 30 days) and put the due date on every invoice
- US
- Set your own terms (for example "Net 30") on the invoice and in your contract
Last resort
- UK
- A court claim for money (England and Wales online; Scotland and Northern Ireland have their own process)
- US
- Small claims court in your state (limits and fees vary)
| Topic | UK | US |
|---|---|---|
| Payment terms | Agree terms before you start (for example 30 days) and put the due date on every invoice | Set your own terms (for example "Net 30") on the invoice and in your contract |
| Last resort | A court claim for money (England and Wales online; Scotland and Northern Ireland have their own process) | Small claims court in your state (limits and fees vary) |
Before any formal step, a phone call and a firm final notice settle most overdue invoices.
See also: What a UK VAT invoice must include · US invoice requirements and sales tax basics
How do I stay polite and still get paid?
- Be specific: invoice number, amount, due date and a link to the invoice in every message.
- One clear ask per message: "Could you let me know when this will be paid?"
- Assume a mix-up, not bad faith, until the second or third reminder.
- Keep a record of every reminder and reply.
- Never threaten anything you are not prepared to do.
See also: Payment reminder email templates · How PaidKind reminders work
Questions
How many reminders should I send before taking further action?
Most businesses send three or four: a few days before the due date, on the day, about a week late and about two weeks late. If nothing comes back after that, call the customer, then send a final notice with a firm deadline before you pause work or start a claim.
What if the customer disputes the invoice?
Stop the automatic reminders and talk to them. Ask exactly which part they disagree with, fix any genuine mistake with a corrected invoice or credit note, and ask for the undisputed amount to be paid now. Write down what you agree, so the rest of the chasing is clear and fair.
Can PaidKind send the reminders for me?
Yes. PaidKind plans friendly reminders 3 days before the due date, on the day and 7 days after, by default. You can edit the wording and timing, approve each one or let them go automatically, and they stop once the invoice is fully paid. Customers open the invoice from a link, no account needed.
Official sources
General information, not legal or tax advice. Rules change: check the official sources above, and speak to an accountant or solicitor about your own situation.