Updated May 2026 · 9 min read
Following up on unpaid invoices is one of the most universally dreaded parts of freelancing. But it doesn't have to be awkward. The secret is having the right words ready — and the right timing — so it feels professional, not personal.
Most freelancers feel awkward chasing invoices because:
The solution:templates + a fixed schedule. When you follow up on day 7 every time, it's just a system — not a personal confrontation.
Mindset shift:You delivered your work. You are owed this money. Following up is not “bothering” your client — it's enforcing your end of a mutual agreement. Never apologise for chasing.
| Timing | Action | Tone |
|---|---|---|
| 7 days before due | Pre-reminder email | Friendly |
| Due date | Due-date email (large invoices) | Professional |
| 1 day late | First follow-up | Friendly nudge |
| 7 days late | Second follow-up | Direct |
| 14 days late | Third follow-up | Firm |
| 30 days late | Formal demand | Formal |
| 60+ days late | Collection agency / legal | External escalation |
Replace [PLACEHOLDERS] with your details. These are deliberately short — shorter emails get read and acted on faster.
Subject: Invoice #[NUMBER] due next week — [AMOUNT]
Hi [Client Name], Quick heads-up that invoice #[NUMBER] for [AMOUNT] is due on [DATE]. Pay here: [PAYMENT LINK] Thanks for the great project — looking forward to working together again. [Your Name]
Subject: Just checking in — Invoice #[NUMBER]
Hi [Client Name], Just a quick note that invoice #[NUMBER] for [AMOUNT] was due yesterday. If you've already arranged payment, please ignore this! Otherwise: Pay here: [PAYMENT LINK] Let me know if anything comes up. [Your Name]
Subject: Following up on invoice #[NUMBER] — [AMOUNT]
Hi [Client Name], Invoice #[NUMBER] for [AMOUNT] is now one week overdue. I'd appreciate your prompt attention. Pay here: [PAYMENT LINK] If there's any issue with the invoice or a delay on your end, please let me know. Thanks, [Your Name]
Subject: Invoice #[NUMBER] — 14 days overdue — [AMOUNT]
Hi [Client Name], Invoice #[NUMBER] for [AMOUNT] is now 14 days overdue. Please arrange payment as soon as possible: [PAYMENT LINK] If you'd like to discuss a payment plan, I'm open to that — just reply to this email. [Your Name]
Subject: FINAL NOTICE — Invoice #[NUMBER] — [AMOUNT] — action required
Dear [Client Name], Invoice #[NUMBER] for [AMOUNT] is now significantly overdue. If payment is not received by [DEADLINE], I will be forced to pursue this through formal channels, which may include a debt collection agency or legal action. Pay now: [PAYMENT LINK] [Your Name] [Business Name]
WhatsApp works well for clients you have an informal relationship with — but use it carefully:
"Hey [Name], just a quick follow-up on invoice #[N] for [amount] — due [date]. Can you let me know when to expect payment? I've sent the payment link by email too. Thanks! 🙏"
A phone call is more powerful than email but more time-consuming. Use it for:
"Hi [Name], it's [Your Name]. I'm calling about invoice #[N] for [amount], which was due on [date]. I wanted to check if you'd received it and if there's anything I can help with to get this sorted. Is there a specific date I can expect payment?"
If 60+ days have passed, the client is unresponsive, and your invoice is significant, it's time to consider:
Set up once. Chaser follows up at exactly the right time — so you never have to remember to chase, never feel awkward about it, and never let invoices go 30+ days without a follow-up.
“Set up once. Chaser follows up automatically at the right time.”
Try Chaser Free →Be direct but friendly. Reference the invoice number and amount, include a payment link, and keep it brief. Avoid apologising — you're owed this money.
Follow up 7 days before due, 1 day late, 7 days late, 14 days late, and 30 days late. Escalate tone with each follow-up.
Yes, for clients you have an informal relationship with. Keep it professional and brief. Use as a supplement to email, not a replacement.
At least 4–5 times over 30 days before escalating. After 60+ days with no response, consider a collection agency or small claims court.
Yes. In the UK, the Late Payment of Commercial Debts Act allows 8% above base rate for B2B invoices. State your late payment terms in your contract upfront.
Chaser sends the right follow-up at the right time — so you don't have to feel awkward about it.
Try Chaser Free