How to Chase an Unpaid Invoice Professionally (UK)
A professional guide to following up on overdue invoices without damaging client relationships or your reputation.
Chasing unpaid invoices is one of the most uncomfortable parts of running a business, but it's essential for cash flow. This guide shows you how to follow up professionally, maintain relationships, and get paid faster.
When Should You Start Chasing?
Timing matters. Start your follow-up process before the due date, not after:
- 📧 3-5 days before due date: Friendly reminder email
- 📧 On the due date: Payment reminder
- 📧 3-5 days overdue: Polite follow-up
- 📧 7-10 days overdue: More formal reminder
- 📧 14+ days overdue: Final notice before legal action
What to Say in Your Follow-Up Emails
First Reminder (Before Due Date)
Subject: Reminder: Invoice #[NUMBER] due [DATE]
"Hi [Name], Just a friendly reminder that invoice #[NUMBER] for £[AMOUNT] is due on [DATE]. If you've already sent payment, please ignore this email. Otherwise, payment details are below. Thanks for your business!"
Follow-Up (3-5 Days Overdue)
Subject: Invoice #[NUMBER] - Payment Overdue
"Hi [Name], I noticed invoice #[NUMBER] for £[AMOUNT] is now [X] days overdue. I wanted to check if there's an issue or if you need a payment plan. Please let me know when I can expect payment. Thanks!"
Final Notice (14+ Days Overdue)
Subject: Final Notice: Invoice #[NUMBER] - [X] Days Overdue
"Hi [Name], Invoice #[NUMBER] for £[AMOUNT] is now [X] days overdue. Under the Late Payment of Commercial Debts Act, I'm entitled to charge statutory interest (currently 8% plus Bank of England base rate) on overdue amounts. Please arrange payment within 7 days to avoid additional charges. If you're experiencing difficulties, please contact me to discuss a payment plan."
Your Legal Rights (UK)
The Late Payment of Commercial Debts Act 1998 gives you several rights:
- ✅ Statutory interest: 8% per year plus Bank of England base rate
- ✅ Fixed compensation: £40-£100 depending on invoice amount
- ✅ Reasonable debt recovery costs
- ✅ Right to charge interest even if not stated on invoice (after 30 days)
You can claim these even if your invoice doesn't mention them, but it's better to include your late payment policy upfront.
How Long Can You Chase an Unpaid Invoice?
Under the Limitation Act 1980, you have up to six years to pursue an unpaid invoice in England and Wales (five years in Scotland). After that, the debt becomes "statute-barred" and courts generally won't enforce it—even if the debtor admits they owe the money.
That doesn't mean you should wait years. Keep in regular contact with the debtor; long gaps in communication can weaken your position. And keep your paperwork in order—invoices, delivery notes, contracts, and all correspondence. Without solid records, they may dispute that the work was done or that the goods were delivered, and proving your case becomes much harder.
If you're approaching the limit, consider issuing a formal letter before action or starting court proceedings. Once you've begun legal action, the clock stops for limitation purposes.
Tips for Maintaining Relationships
- 💬 Be professional, not personal: Focus on the invoice, not the person
- 💬 Assume good intent: Most late payments are oversights, not malice
- 💬 Offer solutions: Payment plans can save relationships
- 💬 Pick up the phone: Sometimes a call is more effective than emails
- 💬 Document everything: Keep records of all communications
When to Escalate
If polite reminders don't work, consider:
- 30+ days overdue: Send formal letter before action
- 60+ days overdue: Consider small claims court (for amounts under £10,000)
- 90+ days overdue: Engage a debt collection agency or solicitor
Automate Your Chasing with Experi
Manually chasing invoices is time-consuming and awkward. Experi automates the process:
- ✨ Automatic reminders: Set reminders before and after due dates
- ✨ Professional templates: Pre-written, polite follow-up emails
- ✨ Payment tracking: See which invoices are overdue at a glance
- ✨ No awkward conversations: Automated emails feel less personal
Stop Chasing Invoices Manually
Let Experi handle payment reminders automatically. Set it once, and get paid faster without awkward conversations.
Start Free - No Credit Card RequiredSummary
Chasing unpaid invoices doesn't have to damage relationships. Start early, be professional, know your rights, and consider automation. Most clients pay when reminded politely - the key is following up consistently without being aggressive.
With tools like Experi, you can automate reminders and focus on your work instead of chasing payments.
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