Ask for payment on a past-due invoice by sending a polite, firm, and direct email that includes the invoice number, amount due, and original due date. Begin with a gentle, friendly reminder, attaching the invoice, and escalate to firmer language, including potential late fees or service pauses, only if the first attempts are ignored.
Aim for a clear and polite tone. Include your branding and the invoice number so it's easy for your client to identify. In a payment reminder email, it's important to be clear and courteous. Mention the overdue balance, invoice number, and due date clearly while being respectful.
“Hi there [Name], We hope this email finds you well. We understand that it may be a busy time, but we wanted to remind you of your outstanding payment on invoice # [number] due [date]. We have attached an additional copy of the invoice for easy reference.
Your best move is a strategic, professional approach. Schedule an in-person or direct video call to discuss the payment situation. Frame it as a collaborative conversation about maintaining your business relationship. Come prepared with detailed invoice records and a clear breakdown of what's owed.
Craft a polite email or phone call reminding your client about the outstanding invoice. Be sure to include clear details like the invoice number. Make it easy for them to settle the bill by mentioning your available payment methods, such as online portals, mail-in checks, or credit card payments via a phone call.
Tips for writing an effective payment reminder email
What is the correct time to issue an invoice? Put simply, you should issue the invoice as soon as the service is completed or the product is delivered. The sooner you issue the invoice, the more likely it will be on the customer's mind, and the quicker they'll pay the amount due.
Dear [customer name], This is a reminder that invoice [number] is now [X] days overdue and beyond the set payment terms. Please arrange the payment as soon as possible to avoid escalation. If you're having any difficulties paying, let me know and we can discuss a solution.
To politely ask for late payment, send a friendly, factual reminder email the day after the due date, including the invoice number, amount, and a link to the original invoice, keeping a helpful tone and offering assistance for any questions or issues, while gently escalating firmness with subsequent reminders if needed, but always maintaining professionalism and offering payment options.
How to ask someone to pay you for work
Consider the following:
How To Handle Late Payments
How to Ask a Client for Payment Politely
It's important to send your first past due invoice email as soon as the due date passes. To provide a sense of immediacy, it should be cordial but firm. Often, overdue accounts are simply an oversight so those customers will appreciate a professional reminder. The email should be sent to the primary contact.
Getting a Client to Pay an Invoice after Nonpayment
How Do You Write a Friendly Payment Reminder?
Be polite but clear (days 7-30)
"Hi [Name], I'd appreciate your prompt attention to this overdue payment. Please confirm when we can expect the transfer for invoice [#1234], due on [date]." Avoid frustration in your tone; keep it factual and professional.
Remind the recipient of the payment terms and due date
State the original due date and terms of payment. If your agreement includes a late fee, include a reminder and an updated total as necessary. For example: Your contract includes a late fee of $X for all invoices 30 days or more overdue.
To politely ask for payment, send a friendly, clear reminder with invoice details, assuming it was an oversight; for overdue payments, gradually increase formality with direct but professional emails/calls, offering payment options and confirming agreed dates, always making it easy for them to pay by providing all info upfront.
I'm reaching out to you to remind you that your payment of [payment total] for invoice [invoice number] with us is [number of days] overdue. According to our records, you should've received the invoice I'm referring to in the mail on July 5, 2022. This is a courtesy reminder and we understand that you're busy.
Business clients (B2B)
For business transactions, the usual term is 30 days. A longer period (up to 60 days) is possible if both parties agree in writing. However, many freelancers choose shorter freelance invoice payment terms, such as 14 or 30 days, to protect their cash flow.
30+ days late
If your client hasn't made payment (or meaningful contact) within 30 days of the invoice becoming due, it may be time to issue a letter before action (LBA), or to pass over the matter to a debt collection agency. An LBA gives your client formal notice that legal action is imminent.
Under the Limitation Act 1980, invoices can be issued up to six years after the work was completed or the goods were delivered. While there is no legal restriction within this time frame, issuing invoices promptly is always best to avoid disputes or complications.