Free Chasing Letter Templates for Overdue Invoices
Three ready-to-use chasing letter templates — friendly reminder, firm follow-up, and final notice. Copy, personalise, and send today.
Chasing overdue invoices is one of the most uncomfortable parts of running a business. You've done the work, sent the invoice, and now you're waiting. The good news: a well-written chasing letter almost always gets results. Most clients simply forgot — a clear, polite nudge is all it takes.
Below are three templates you can copy and adapt. Each one is designed for a different stage of the chasing process, from a gentle first reminder to a formal final notice.
When to Send Each Chasing Letter
| Stage | When to Send | Tone |
|---|---|---|
| Friendly Reminder | 1-3 days after due date | Light, assumes oversight |
| Firm Follow-Up | 7-14 days after due date | Professional, requests action |
| Final Notice | 21-30 days after due date | Formal, references consequences |
Template 1: Friendly Reminder
Send this 1-3 days after the due date. Assume the client simply forgot — most have.
Subject: Quick reminder — Invoice #[NUMBER] due [DATE]
Hi [Client Name],
Hope you're well. Just a quick note to let you know that invoice #[NUMBER] for £[AMOUNT] was due on [DATE].
If it's already been paid, please ignore this — bank transfers can sometimes take a day or two to show. If not, could you arrange payment when you get a chance?
I've attached the original invoice for reference. Our bank details are at the bottom.
Thanks,
[Your Name]
[Your Business Name]
[Phone Number]
Template 2: Firm Follow-Up
Send this 7-14 days after the due date if there's been no response to your first reminder.
Subject: Overdue invoice #[NUMBER] — payment required
Dear [Client Name],
I'm writing to follow up on invoice #[NUMBER] for £[AMOUNT], which was due on [DATE] and is now [X] days overdue.
I sent a reminder on [DATE OF FIRST REMINDER] but haven't received a response. Could you confirm when payment will be made?
If there's an issue with the invoice or you need to discuss payment arrangements, please let me know and I'll do my best to help.
For reference, the original invoice is attached. Payment can be made to:
[Bank Name]
Sort Code: [XX-XX-XX]
Account: [XXXXXXXX]
Reference: [INVOICE NUMBER]
Kind regards,
[Your Name]
[Your Business Name]
Template 3: Final Notice
Send this 21-30 days after the due date. This letter should be firm and reference your legal rights, but stay professional.
Subject: FINAL NOTICE — Invoice #[NUMBER] now [X] days overdue
Dear [Client Name],
This is a final reminder regarding invoice #[NUMBER] for £[AMOUNT], originally due on [DATE]. Despite previous reminders sent on [DATES], this invoice remains unpaid.
Under the Late Payment of Commercial Debts (Interest) Act 1998, I am entitled to charge statutory interest of 8% above the Bank of England base rate on overdue invoices, plus fixed compensation of £[40/70/100].
If payment of £[AMOUNT] is not received within 7 days of this letter, I will have no choice but to begin formal debt recovery proceedings. This may include issuing a Letter Before Action and filing a claim through Money Claims Online.
I would prefer to resolve this without further action. Please arrange payment immediately or contact me to discuss the matter.
Yours sincerely,
[Your Name]
[Your Business Name]
[Address]
[Phone Number]
[Email]
Your Legal Rights When Chasing Invoices
Under UK law, you have strong protections when a client doesn't pay a commercial invoice on time:
- Statutory interest: 8% per year above the Bank of England base rate on any overdue B2B invoice
- Fixed compensation:£40 for debts up to £999.99, £70 for £1,000-£9,999.99, and £100 for debts of £10,000+
- Reasonable recovery costs: If your actual costs of chasing exceed the fixed compensation, you can claim the higher amount
- Six-year limitation: You have up to 6 years to pursue an unpaid invoice through the courts
These rights come from the Late Payment of Commercial Debts (Interest) Act 1998. You don't need to include these terms in your contract — they apply automatically to all B2B transactions.
What to Do After the Final Notice
If three chasing letters don't work, you have several escalation options:
- Send a Letter Before Action (LBA) — A formal legal letter giving the debtor 30 days to pay. Required before court proceedings. Settles 70-80% of disputes.
- Complain to the Small Business Commissioner — Free mediation service for disputes with larger businesses.
- File a claim via Money Claims Online (MCOL) — Online court process for debts up to £100,000. Costs from £35.
Tips for More Effective Chasing Letters
- Always reference the invoice number— Makes it easy for the client's accounts team to find and process
- Include your bank details every time— Remove friction. Don't make them search for how to pay you
- Keep a record of every chasing letter — Dates, content, and method of delivery. Essential if you escalate to court
- Be consistent with timing— Chase at the same intervals every time. Clients learn you're serious
- Offer payment plans when appropriate — A client paying in instalments is better than one not paying at all
Automate Your Chasing Letters
Writing and sending chasing letters manually takes time you could spend on billable work. Experi sends professional payment reminders automatically — you set the schedule once and it handles the rest.
- ✨ Automatic chasing schedule — Reminders before and after due dates, on your terms
- ✨ Professional tone — Pre-written, polite templates that maintain client relationships
- ✨ Full audit trail — Every reminder logged with date, time, and content sent
- ✨ Escalation tools — Calculate statutory interest and generate Letters Before Action when chasing fails
Stop Writing Chasing Letters Manually
Experi sends professional payment reminders automatically. Set your schedule once, and never write another chasing letter again.
Start Free — No Credit Card RequiredFrequently Asked Questions
What is a chasing letter for an overdue invoice?
A chasing letter is a written follow-up sent to a client who hasn't paid an invoice by the due date. It reminds them of the outstanding amount, references the original invoice, and requests prompt payment. Chasing letters range from friendly reminders to formal final notices.
How many chasing letters should I send before taking legal action?
Best practice is to send 2-3 chasing letters (friendly, firm, final notice) over 4-6 weeks before escalating. After exhausting informal chasing, the next step is a formal Letter Before Action (LBA), which gives the debtor 30 days to respond before court proceedings.
Can I charge interest on late invoice payments in the UK?
Yes. Under the Late Payment of Commercial Debts (Interest) Act 1998, you can charge 8% per year above the Bank of England base rate on overdue B2B invoices. You're also entitled to fixed compensation: £40 for debts up to £999.99, £70 for £1,000-£9,999.99, and £100 for debts of £10,000 or more. Use our late payment calculator to work out the exact amount.
Should I send a chasing letter by email or post?
Email is fine for early reminders and is faster. However, if you need to escalate, sending a formal chasing letter or Letter Before Action by recorded delivery post creates a stronger evidence trail for potential court proceedings.
What should I include in a chasing letter?
Every chasing letter should include: your business name and address, the client's name and address, the invoice number and date, the amount owed, the original due date, how many days overdue it is, your payment details, and a clear request for payment with a deadline.
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