Late Payment Email Templates for Freelancers: Copy-Paste Scripts That Get You Paid

Chasing money is the worst part of freelancing. You did the work. You delivered quality. Now you're awkwardly asking to be paid while your rent comes due.

Here's the truth: 83% of freelancers have experienced late payment at some point. It's not personal—it's systemic. Busy clients, disorganised accounts departments, and invoices lost in spam folders mean even well-intentioned clients pay late.

The solution? A systematic approach to payment follow-ups. These late payment email templates give you the exact words to use at every stage—from gentle nudge to final warning—without damaging your client relationships.

Before You Send: Set Yourself Up for Success

Check These First

Before firing off a payment reminder, verify:

1. Did the invoice actually send? Check your sent folder and any read receipts
2. Are your payment details correct? Wrong bank details = no payment
3. Did you invoice the right person? Sometimes the project contact isn't the accounts contact
4. What were the agreed payment terms? Net 30? Due on receipt? Know your baseline

Know Your Timeline

Here's the payment follow-up timeline most successful freelancers use:

Days Overdue	Action	Tone
Day 0	Invoice sent	Professional
Day -3 (3 days before due)	Gentle reminder	Friendly
Day +1	First follow-up	Polite concern
Day +7	Second follow-up	Firm but professional
Day +14	Escalation	Direct, business-like
Day +30	Final notice	Formal, consequences stated
Day +45+	Debt collection	Legal/professional

Now, let's get to the templates.

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Template 1: The Pre-Due Date Reminder (3 Days Before)

When to use: A friendly nudge before the due date. Prevents late payment before it happens.

Subject line options:

• Quick reminder: Invoice #[NUMBER] due in 3 days
• Invoice #[NUMBER] – payment due [DATE]
• Friendly reminder from [YOUR NAME]

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Hi [CLIENT NAME],

Just a quick heads-up that invoice #[NUMBER] for [PROJECT/SERVICE] is due on [DATE] – that's [DAY OF WEEK].

The total amount is [AMOUNT] and you can pay via [PAYMENT METHODS].

If you've already scheduled payment, please ignore this! Otherwise, here's the invoice again for easy reference: [ATTACH OR LINK]

Thanks so much for working with me on this project. Let me know if you have any questions.

Best, [YOUR NAME]

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Why this works: It's helpful, not pushy. You're doing them a favour by reminding them.

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Template 2: First Follow-Up (1-3 Days Overdue)

When to use: Payment is late, but only just. Assume good faith—the invoice probably slipped through.

Subject line options:

• Following up: Invoice #[NUMBER] (now due)
• Invoice #[NUMBER] – quick follow-up
• Did you receive my invoice?

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Hi [CLIENT NAME],

I hope you're well! I wanted to follow up on invoice #[NUMBER] for [PROJECT/SERVICE], which was due on [DATE].

The total is [AMOUNT]. I've attached the invoice again in case it's helpful.

Could you let me know when I can expect payment? Happy to answer any questions if something needs clarifying.

Thanks, [YOUR NAME]

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Why this works: Assumes the best (they forgot, it got lost). Provides all payment details again to remove friction.

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Template 3: Second Follow-Up (7 Days Overdue)

When to use: They've ignored or missed your first reminder. Time to be more direct while staying professional.

Subject line options:

• Invoice #[NUMBER] – 7 days overdue
• Following up (again): Invoice #[NUMBER]
• Payment outstanding for [PROJECT]

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Hi [CLIENT NAME],

I'm following up again regarding invoice #[NUMBER] for [PROJECT/SERVICE], which is now 7 days past the due date of [DATE].

Outstanding amount: [AMOUNT]

I understand things get busy, but I'd really appreciate an update on when I can expect payment. As a freelancer, timely payments are essential for me to keep things running smoothly.

If there's an issue with the invoice or the work delivered, I'm happy to discuss. Otherwise, please let me know your expected payment date.

Thanks for your attention to this, [YOUR NAME]

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Why this works: Mentioning your freelance status humanises the request without being guilt-trippy.

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Template 4: Firm Follow-Up (14 Days Overdue)

When to use: Two weeks late. Time to be clear about the situation while keeping the door open for resolution.

Subject line options:

• Urgent: Invoice #[NUMBER] – 2 weeks overdue
• Action required: Outstanding payment
• Invoice #[NUMBER] – please respond

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Hi [CLIENT NAME],

I've reached out several times regarding invoice #[NUMBER], which is now 14 days overdue. I haven't received payment or a response to my previous emails.

Invoice details:

• Invoice number: #[NUMBER]
• Amount due: [AMOUNT]
• Original due date: [DATE]
• Days overdue: 14

I'd like to resolve this promptly. Please either:

1. Process the payment within the next 48 hours, or
2. Contact me to discuss any issues preventing payment

I value our working relationship and would prefer to resolve this directly. However, if I don't hear back within the next 48 hours, I'll need to consider next steps.

Regards, [YOUR NAME]

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Why this works: Specific timelines ("48 hours") create accountability. Mentioning "next steps" signals escalation without being explicit yet.

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Template 5: Final Notice (30 Days Overdue)

When to use: A month late with no response. Formal language, clear consequences.

Subject line options:

• Final Notice: Invoice #[NUMBER] – 30 days overdue
• Immediate payment required – Invoice #[NUMBER]
• FINAL NOTICE: Outstanding invoice

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Dear [CLIENT NAME],

This is a formal notice regarding invoice #[NUMBER], which remains unpaid 30 days after the due date of [DATE].

AMOUNT DUE: [AMOUNT]

Despite multiple attempts to contact you regarding this matter, I have not received payment or any communication explaining the delay.

Please be advised that if payment is not received within 7 days of this notice, I will be forced to:

1. Add statutory late payment interest as permitted under the Late Payment of Commercial Debts (Interest) Act 1998 (currently 8% + Bank of England base rate)
2. Add the statutory fixed sum compensation (£40-£100 depending on debt size)
3. Refer this debt to a collection agency or pursue through the Small Claims Court

This is not an outcome I want. I would much prefer we resolve this directly.

Please make payment immediately or contact me to discuss a payment arrangement.

Regards, [YOUR NAME]

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Why this works: Citing the Late Payment of Commercial Debts Act shows you know your rights—and you do have rights.

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Template 6: Final Notice Before Legal Action (45+ Days)

When to use: Last attempt before involving third parties.

Subject line options:

• Notice before legal action – Invoice #[NUMBER]
• Final communication: Outstanding debt
• Letter before action – [AMOUNT] owed

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Dear [CLIENT NAME],

RE: Outstanding Invoice #[NUMBER] – [AMOUNT]

This letter serves as formal notification that invoice #[NUMBER], dated [INVOICE DATE], remains unpaid [X] days after the due date.

Total amount now owed:

• Original invoice amount: [AMOUNT]
• Statutory interest (8% + BoE base rate): [CALCULATED AMOUNT]
• Fixed compensation: [£40/£70/£100]
• TOTAL: [TOTAL AMOUNT]

This is a Letter Before Action. If payment of [TOTAL AMOUNT] is not received within 14 days of this notice, I will commence proceedings through the County Court Money Claims Centre (Small Claims Court) without further warning.

To avoid court action, please pay the full amount immediately or contact me to arrange a payment plan within the next 48 hours.

Yours faithfully, [YOUR FULL NAME]

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Why this works: This is a formal Letter Before Action, which is required before filing with the Small Claims Court.

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Automate Payment Reminders (And Never Chase Again)

Writing and sending these emails manually is exhausting. It's time you could spend on actual work.

How 1nvoic3 Solves This

1nvoic3.com automates your entire payment follow-up sequence:

✅ Automatic reminders – Set up once, runs forever. Before due, after due, escalating tone.

✅ Customisable templates – Use our proven templates or write your own

✅ Real-time tracking – Know when invoices are viewed, so you know they're ignoring you

✅ One-click payments – Clients pay directly from the invoice. No friction = faster payment

✅ Late fees calculator – Automatically calculate statutory interest if needed

Try 1nvoic3 Free →

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Your Rights as a UK Freelancer

You have legal backing. The Late Payment of Commercial Debts (Interest) Act 1998 gives you the right to:

1. Charge interest on late B2B invoices at 8% above Bank of England base rate
2. Claim fixed compensation:
   • £40 for debts up to £999.99
   • £70 for debts £1,000-£9,999.99
   • £100 for debts £10,000+
3. Recover reasonable debt recovery costs beyond the fixed sum

You don't need to specify these in your contract—they're statutory rights.

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FAQ: Late Payment Emails

How many follow-ups should I send before giving up?

Don't "give up"—escalate. Follow the timeline above. Most freelancers stop at 2-3 emails when they should be sending 5-6 before legal escalation.

Is it unprofessional to chase payment?

No. It's unprofessional not to pay on time. You're running a business. Chasing payment is normal and necessary.

Can I add late fees retroactively?

Yes—the Late Payment of Commercial Debts Act applies automatically to B2B transactions.

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Stop Chasing. Start Getting Paid.

Late payments are stressful, but they don't have to consume your time. Use these templates, follow the timeline, and know your rights.

Better yet, let automation handle it.

Create your free 1nvoic3 account and set up automatic payment reminders today.

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Last updated: February 2026