✉️ Templates

Invoice Chasing Email Templates: 6 Escalating Scripts That Get You Paid

Q: How many times should you chase an invoice before giving up?

Do not give up — escalate. After day 30, use collections or small claims court. A proper sequence has 5–6 touchpoints.

Q: How long should I wait between chasing emails?

Day before due, then 7, 14, 21, and 30 days overdue. This gives consistent pressure with enough space between contacts.

Q: What happens if a client disputes the invoice?

Pause the chasing sequence and address the dispute in writing. A dispute appearing only after multiple reminders is often a delay tactic.

“Chasing” an invoice means systematically following up — with increasing firmness — until you are paid. Most freelancers give up after the first polite nudge. That is why they get paid late, again and again. Here are 6 escalating templates, from a friendly heads-up to a collections notice.

📌 About Chaser (the product): These templates are what our tool sends automatically. Sign up once, connect your invoice — and Chaser sends the right email at the right stage, on the right day, without you having to think about it. Try it free

The 6-Stage Invoice Chasing Sequence

A proper chasing sequence does not start when the invoice is overdue — it starts the day before. Here is the full arc, from proactive to post-referral.

Stage 0😊

Proactive reminder — 1 day before due

Subject line

Your invoice #INV-0042 is due tomorrow

Email body

Hi [Client Name],

Just a quick heads-up that invoice #INV-0042 for [Project Name] (€[Amount]) is due tomorrow, [Date].

I have attached the invoice again for reference. You can also pay directly via the link below:

[Payment Link]

No action needed if payment is already on its way — I appreciate working with you!

Best,
[Your Name]

💡 Tip: Send this the day before — it is a courtesy, not a chase. Many late payments happen simply because the client forgot. This email alone often gets you paid on time.

Stage 1🙂

Day 7 overdue — friendly

Subject line

Friendly reminder: Invoice #INV-0042 is 7 days overdue

Email body

Hi [Client Name],

I hope you are well! I wanted to send a friendly reminder that invoice #INV-0042 for [Project Name] (€[Amount]) was due on [Due Date] and appears to still be outstanding.

I understand things get busy — please let me know if you have any questions about the invoice, or if there is anything holding up payment.

You can pay via the link below:
[Payment Link]

Thank you — looking forward to continuing to work together.

Best,
[Your Name]

💡 Tip: Assume good faith at this stage. The client may have simply missed it. Keep the tone warm — you want to be paid, not to start a dispute.

Stage 2😐

Day 14 — firm

Subject line

Second reminder: Invoice #INV-0042 now 14 days overdue

Email body

Hi [Client Name],

I am writing regarding invoice #INV-0042 for [Project Name] (€[Amount]), which was due on [Due Date] and is now 14 days overdue.

I have not received payment or heard from you regarding this invoice. Could you please confirm when payment will be made?

If there is an issue with the invoice or the work delivered, please let me know immediately so we can resolve it.

Payment link: [Payment Link]

I would appreciate a response by [Date + 3 days].

Kind regards,
[Your Name]

💡 Tip: The tone shifts here. You are still professional, but you are asking for a specific response date. The phrase 'I would appreciate a response by...' creates urgency without aggression.

Stage 3😑

Day 21 — formal

Subject line

Formal notice: Invoice #INV-0042 — payment required

Email body

Dear [Client Name],

This is a formal notice that invoice #INV-0042 for [Amount] remains unpaid as of [Today's Date], now 21 days past its due date of [Due Date].

Despite previous reminders sent on [Date 1], [Date 2], and [Date 3], no payment has been received and no explanation has been provided.

Please arrange payment within 7 days to avoid further action.

Invoice details:
- Invoice number: #INV-0042
- Amount: €[Amount]
- Due date: [Due Date]
- Days overdue: 21

Payment can be made via: [Payment Link]

If you have genuine concerns about this invoice, please contact me urgently.

Regards,
[Your Name]
[Business Name] | [Contact Number]

💡 Tip: Switch to 'Dear' and include your contact number. You are now creating a paper trail. Reference all previous reminders. This language signals you are serious and documenting everything.

Stage 4😠

Day 30 — final notice

Subject line

FINAL NOTICE: Invoice #INV-0042 — immediate payment required

Email body

Dear [Client Name],

This is your final notice before formal recovery proceedings are initiated.

Invoice #INV-0042 for €[Amount] is now 30 days past due. I have contacted you on [Date 1], [Date 2], [Date 3], and [Date 4] with no response and no payment.

Unless full payment is received within 7 days of this notice, I will:
1. Refer this debt to a collections agency or solicitor
2. Add statutory late payment interest at 8% per annum (applicable under Late Payment of Commercial Debts Act / EU Directive 2011/7/EU)
3. Report to credit reference agencies if applicable

To settle immediately: [Payment Link]

If you believe this invoice is incorrect, you must raise a formal dispute in writing within 48 hours.

This is my final correspondence before handing this matter over.

Regards,
[Your Name]
[Business Name] | [Contact Number] | [Address]

💡 Tip: Include your full contact details and address. Reference the applicable law. You are signalling real consequences.

Stage 5⚖️

Day 45+ — collections referral

Subject line

Invoice #INV-0042 referred to collections

Email body

Dear [Client Name],

Please be advised that invoice #INV-0042 for €[Amount] has been referred to [Collections Agency / Solicitor Name] for recovery proceedings.

All future communication regarding this debt should be directed to:
[Collections Agency Name]
[Address / Email / Phone]

Reference: [Your reference number]

If you wish to settle directly to avoid additional fees and legal proceedings, you must contact me within 48 hours.

This communication is for your records.

Regards,
[Your Name]
[Business Name]

💡 Tip: Keep this one short and factual. You are no longer negotiating — you are documenting a handover. Only send if you are genuinely prepared to follow through.

Chasing Email Tone Guide

The biggest fear freelancers have about chasing: “I will damage the relationship.” But here is the truth — a client who does not pay on time has already created a problem. Your job is to solve it professionally.

Stage	Tone	Key language
Stage 0–1	Friendly, helpful	Heads up, just checking in, in case you missed it
Stage 2	Professional, direct	Could you confirm, I would appreciate a response by
Stage 3	Formal, documented	Formal notice, despite previous reminders, arrange payment within 7 days
Stage 4	Legal warning	Final notice, recovery proceedings, statutory interest
Stage 5	Administrative closure	Referred to collections, all future communication to

✓Always assume good faith until stage 3. 'I know things get busy' keeps the relationship intact in early stages.
✓Reference the invoice number every time. This creates a clear audit trail and removes ambiguity.
✓Always include a payment link. Remove friction — every extra click is a reason to procrastinate.
✓Give a deadline. 'Please pay by [date]' converts an open-ended request into an action item.
✗Do not apologise for chasing. Never write 'sorry to bother you'. You delivered work. You deserve to be paid.

Automating Your Invoice Chasing

Writing these manually — for every invoice, every client, every stage — takes hours per month. And it feels awful. Chaser handles stages 1–4 completely automatically.

1. Create your invoice in Chaser (or import your existing invoices)
2. Set the due date — Chaser watches the clock
3. Day 7 overdue: friendly chase sent automatically
4. Day 14: firm follow-up
5. Day 21: formal notice
6. Day 30: final warning
7. You get notified at each stage — override or skip any if needed

🐕

Stop writing these manually

Chaser sends all 4 chasing stages automatically. You work. Chaser chases. First 3 invoices free.

Start free

Frequently Asked Questions

How many times should you chase an invoice before giving up?

Do not give up — escalate. Most freelancers stop at 1–2 reminders. A proper sequence goes to 5–6 touchpoints. After stage 4 (day 30), if there is still no response, it is time for collections or small claims court — not giving up.

Is it unprofessional to chase invoices?

No — it is your right. You delivered work, they owe payment. The unprofessional behaviour is the non-payment. Politely reminding someone of their financial obligation is entirely normal in business.

Should I CC anyone when chasing invoices?

At stages 3–4, consider CC-ing the client's accounts payable department if you have the contact. Often the person you deal with creatively is not the one who processes payments.

How long should I wait between chasing emails?

Recommended sequence: day before due (stage 0), 7 days overdue (stage 1), 14 days (stage 2), 21 days (stage 3), 30 days (stage 4). This gives consistent pressure with enough space between contacts.

What happens if a client disputes the invoice after receiving a chasing email?

If a dispute is raised, pause the chasing sequence and address it in writing. Ask them to specify exactly what they are disputing and why. A dispute that appears only after 3–4 reminders is often a delay tactic — document everything carefully.