Polite but Firm: Invoice Chaser Email Templates

The Three-Stage Approach

Professional payment chasers use three escalating stages: friendly reminder, firm follow-up, and final notice. Each should be 2–3 days apart.

Stage 1: Friendly Reminder (1 day overdue)

Subject: Payment Reminder — Invoice #INV-0045

Hi [Name],

I hope you're well. I wanted to check in on Invoice #INV-0045 for £[amount], which was due on [date].

Could you let me know if you've processed payment? If it's already on the way, please ignore this. If not, I'd appreciate payment at your earliest convenience.

The invoice details are attached for your reference.

Thanks!
[Your Name]

Stage 2: Firm Follow-Up (7 days overdue)

Subject: Outstanding Invoice — INV-0045 (Now 7 Days Overdue)

Hi [Name],

Invoice #INV-0045 for £[amount] is now 7 days overdue (due date: [date]).

As per our agreed payment terms (Net [X] days), payment should have been received. Could you please prioritise this and send payment immediately?

If there's an issue with the invoice or a reason for the delay, please let me know.

Bank details:
[Bank Name]
Sort: [XX-XX-XX]
Account: [XXXXXXXX]

Thanks for your prompt attention.

[Your Name]

Stage 3: Final Notice (14+ days overdue)

Subject: FINAL NOTICE — Outstanding Invoice INV-0045

Dear [Name],

Invoice #INV-0045 for £[amount] is now 14 days overdue. Despite previous reminders, payment has not been received.

This is a final notice. Payment must be received within 7 days (by [DATE]). If payment is not made by this date, I will escalate this matter and may need to pursue formal debt recovery action.

Please treat this with urgency.

[Your Name]

Key Tips

• Be professional, not angry. Tone matters — you want to be paid, not banned as a vendor.
• Always reference invoice number and amount. Makes it easy for them to action.
• Attach the invoice again. They may have lost the original.
• Provide payment details. Remove barriers to payment.
• Set deadlines. "Pay this week" is vague. "Pay by 22 May" is clear.
• Don't apologize. You're not at fault. Be direct.

If Still No Response

After final notice, move to formal action: a Letter Before Action (legal threat of court action). At this point, consider a solicitor or debt collector.