Late payment email pack
Waiting for an overdue invoice can be stressful, particularly when you rely on irregular freelance income. This practical pack contains adaptable emails to help you follow up clearly, professionally and confidently.
Start with a friendly reminder, move to a firmer follow-up if you need to, and use the final notice only when earlier attempts have not resolved the problem.
The templates are designed for freelance work where you have completed the agreed work and sent an invoice that has not been paid by its due date.
IMPORTANT INFORMATION
This resource provides general information and example wording only. It is not legal advice. Every situation is different, so adapt the emails carefully and speak to your union, professional association or an appropriate adviser if payment is disputed, the contractual position is unclear or you are considering formal action.
Before you send anything
A late payment may be caused by an administrative problem rather than a refusal to pay. Before using one of the emails, take a few minutes to check the following.
- Check the due date. Confirm that the payment deadline shown on your invoice has passed and matches any terms you agreed with the client.
- Check the invoice details. Make sure the invoice number, date, amount, bank details and client information are correct.
- Check how it was submitted. Some organisations require invoices to be sent to a particular person, finance address or payment portal.
- Check for additional requirements. Confirm whether the client asked for a purchase order number, supplier form, timesheet or other supporting information.
- Check your messages. Look for any query, request for information or notice that the invoice has been disputed.
- Gather your records. Keep the agreement, invoice and relevant emails together, along with a note of when the work was completed and when the invoice was submitted.
If the client disputes the invoice or you are unsure what was agreed, pause before escalating. Contact your union, professional association or an appropriate adviser for guidance based on your circumstances.
Choose the right email
You do not need to begin with the strongest wording. Choose the example that best reflects what has already happened, then adapt it to your relationship with the client and the terms you agreed.
Friendly reminder
Use this when the invoice has recently become overdue and you have not chased it before.
Go to the template →Firmer follow-up
Use this when your first reminder has not produced a response, explanation or payment.
Go to the template →Final follow up
Consider this only after earlier attempts have not resolved the issue and you are thinking about seeking further help.
Go to the template →These stages are examples, not a required process. If the client disputes the invoice, raises a contractual issue or the situation feels complex, seek advice from your union, professional association or an appropriate adviser before sending stronger wording.
1. Friendly payment reminder
This example may be useful when an invoice has recently passed its due date and you have not followed it up before.
Before sending: replace every item in square brackets, attach another copy of the invoice and check that your payment details are correct.
Subject: Friendly reminder: invoice [invoice number]
Hi [name], I hope you’re well. I’m getting in touch about invoice [invoice number] for [brief description of the work], which was due for payment on [due date]. The outstanding amount is [£amount]. I have attached another copy of the invoice for reference. Please could you let me know when I can expect the payment? If the invoice is already being processed, or if you need any further information from me, please let me know. Many thanks, [Your name] [Your contact details]
Remember: this is example wording from FMTW, not a formal notice or legal advice. Adapt it so it accurately reflects your work, invoice and relationship with the client.
2. Firmer overdue-payment follow-up
This example may be useful when you have already sent a friendly reminder but have not received payment, a clear explanation or a confirmed payment date.
Before sending: choose a reasonable response date, replace every item in square brackets and attach the invoice again. Keep the wording accurate and retain a copy of the email.
Subject: Overdue invoice [invoice number]: payment update requested
Hi [name], I’m following up again regarding invoice [invoice number] for [brief description of the work]. The invoice was due for payment on [due date] and the outstanding amount is [£amount]. I previously contacted you about this on [date of earlier reminder], but I have not yet received payment or confirmation of when it will be made. Please could you arrange payment by [requested payment date], or contact me by that date to confirm when I should expect it? I have attached another copy of the invoice. If there is a problem with the invoice or you need any further information from me, please let me know as soon as possible. Many thanks, [Your name] [Your contact details]
Remember: this is adaptable example wording from FMTW, not legal advice or a formal notice. If the invoice has been disputed, the agreement is unclear or the client raises a contractual issue, seek guidance from your union, professional association or an appropriate adviser before escalating further.
3. Final follow-up before seeking further help
This example may be useful when your earlier reminders have not resulted in payment, a clear explanation or an agreed payment date.
Before sending: replace every item in square brackets, check that your summary of previous contact is accurate and choose a reasonable response date. Keep a copy of the email and any reply.
Subject: Final follow-up: overdue invoice [invoice number]
Hi [name], I’m writing again regarding invoice [invoice number] for [brief description of the work]. The invoice was due for payment on [due date] and the outstanding amount is [£amount]. I previously contacted you on [dates of earlier reminders], but I have not yet received payment or confirmation of when it will be made. Please could you arrange payment, or provide a clear update about the invoice, by [response date]? If I do not receive payment or a response by that date, I will seek advice from [my union / my professional association / an appropriate adviser] about the options available to me. I have attached another copy of the invoice. If there is a problem with the invoice or you need further information from me, please let me know as soon as possible. Many thanks, [Your name] [Your contact details]
Remember: this is adaptable example wording from FMTW, not a formal legal notice or legal advice. Only mention seeking further advice if that is genuinely what you intend to do. Do not make unsupported threats of legal action. If you are considering statutory interest or recovery costs, read the official guidance below and check that the late commercial-payment rules apply before mentioning or charging them.
If the invoice is disputed
A disputed invoice needs a different response from an invoice that has simply been overlooked. A dispute might concern the amount charged, the work delivered, the agreed terms or another part of the engagement.
Pause the email sequence. Do not continue sending progressively firmer reminders as though the invoice is undisputed. First, establish exactly what the client is challenging.
Ask for the concern in writing
If the explanation is unclear or has only been given verbally, ask the client to confirm which part of the invoice they dispute and why.
Check what was agreed
Review the contract, deal memo, engagement email, purchase order and any messages about the work, fee, expenses, payment terms or changes to the original agreement.
Keep your response factual
Set out your understanding of the agreement and provide relevant records. Avoid making claims you cannot support or agreeing to amend the invoice before you understand the implications.
Ask what would resolve the issue
Where appropriate, invite the client to explain their proposed resolution. Record any conversation and confirm in writing what, if anything, has been agreed.
Get support before escalating
If the contractual position is unclear, the amount is significant or you are considering accepting less than the invoiced amount, seek advice based on your circumstances.
Still having problems? Where to get further help
If the example emails have not resolved the problem, or the invoice has been disputed, it may be time to seek support based on your individual circumstances. FMTW cannot assess your agreement, determine what you may be entitled to or recommend a formal recovery route.
Pause before taking formal action. Do not rely on this page to decide whether to add interest or charges, send a formal legal letter, use a debt-recovery service or begin court proceedings. These choices can involve costs and risks, so seek appropriate advice first.
Your union or professional association
If you are a member, contact them as early as possible. The support available will vary, but they may be able to review what was agreed, help you respond or explain what assistance they can offer.
Office of the Small Business Commissioner
The Office of the Small Business Commissioner provides information about unpaid invoices and payment problems in the private sector across the UK.
Its enquiry service is intended for certain unresolved disputes between small businesses and larger customers. Check its current criteria directly to find out whether it can assist with your situation.
Independent professional advice
If the agreement is unclear, the invoice is disputed or you are considering formal action, seek advice from someone appropriately qualified to assess your circumstances.
Depending on the issue, this might be a solicitor, accountant, specialist business adviser or another professional recommended by your union or professional association.
Official information about court processes
Court action is not an automatic next step. The processes, fees and possible risks differ across the UK. If you are considering making a claim, seek advice and read the official information for the relevant nation.
Keep your records together. Retain the agreement, invoice, relevant emails, evidence that the work was completed and notes of any conversations. The organisation or adviser supporting you can tell you what information they need.
OFFICIAL GUIDANCE
Statutory rights on some late commercial payments
If you are genuinely self-employed and a business or public authority is late paying for goods or services, statutory late-payment rules may allow you to claim interest and a fixed sum towards the cost of recovering the debt.
Under the current rules, the annual statutory interest rate is 8% plus the Bank of England base rate. Statutory interest does not normally apply if the contract sets a different interest rate.
The current fixed recovery sums are:
- £40 for a debt of up to £999.99;
- £70 for a debt between £1,000 and £9,999.99; and
- £100 for a debt of £10,000 or more.
The fixed sum can normally be charged once for each qualifying late payment, not once for every reminder.
These rights do not mean that every late invoice needs to begin with interest or additional charges. Before relying on them, check the agreed payment terms, when the payment legally became late, whether the contract contains its own interest terms and whether the transaction is genuinely a commercial one.
If the money owed may be wages, holiday pay or another employment payment, these commercial-debt rules may not be the correct route. Different employment rights and time limits can apply. Contact your union, Acas in Great Britain or the Labour Relations Agency in Northern Ireland promptly for guidance.
FMTW cannot determine whether statutory interest or recovery costs apply to a particular invoice. This is general information and signposting, not legal advice. Check the current official guidance and seek appropriate advice before adding interest, charges or formal legal wording.
Related resources
These resources can help you improve your invoicing process, understand what was agreed and find further support.
Invoice template and invoice checklist
Create a clear invoice and check that it contains the information the client needs to process it.
Contracts, rights and red flags
Explore practical information about agreements, payment terms, cancellations, disputes and sources of support.
Unions, networks and where to get help
Find organisations that may be able to offer information, representation or support relevant to your work.
IMPORTANT INFORMATION
This resource provides general information and adaptable example wording from Freelancers Make Theatre Work. It is not legal advice.
Every engagement and payment problem is different. FMTW cannot assess your agreement, determine what you may be entitled to or advise you which formal action to take.
If an invoice is disputed, the contractual position is unclear or you are considering adding charges or taking formal action, speak to your union, professional association or an appropriately qualified adviser.
SOURCES AND FURTHER INFORMATION
The practical checks and signposting on this page were informed by the following sources. Always check the relevant organisation’s current information before acting.
- Office of the Small Business Commissioner: Help with unpaid invoices
- Office of the Small Business Commissioner: Wider payment support
- GOV.UK: Make a court claim for money in England and Wales
- GOV.UK: Late commercial payments, statutory interest and debt recovery costs
- Scottish Courts and Tribunals Service: Simple Procedure guidance
- Department of Justice Northern Ireland: Small claims information
Last reviewed: September 2026
Links and guidance can change. Check the date and scope of any external information before relying on it.